Operations Administrator

AAA • Costa Mesa, CA

20h • Onsite

About The Position

This position provides business unit operations support in the areas of budgets, human resources, purchasing, facilities, or other administrative operational needs. Researches, prepares and distributes business unit performance reports, budget reports, H.R./payroll reports, etc. for review and approval by management. Coordinates projects and performs special work assignments as necessary. Responsible for handling administrative tasks associated with department budgets, H.R./payroll transactions, IT/telecom service requests, and facilities/maintenance issues.

Requirements

• Bachelors Equivalent combination of education and experience
• Professional verbal and written communication skills required.
• Proficiency in Microsoft Office software including Outlook, Word, and Excel required.
• General organizational and time management skills required, as well as the ability to multitask and meet project deadlines as set by management.
• Must be able to delegate and oversee projects and assignments to other employees as directed.

Nice To Haves

• 7-9 years Budget/finance administration and project coordination.
• Additional computer software skills such MS Access, Project and Publisher desired.

Responsibilities

• Assist with development and preparation of annual budget, goals, and objectives.
• Provide monthly forecasting, effective budget updates and budget reconciliation.
• Prepare invoices for payment, initiate and process requisitions.
• May serve as department’s budget liaison.
• Maintain, update and distribute internal and external reports on expenses, incentive programs, initiatives, performance goals and results, etc. including ad-hoc reports as needed.
• Maintain records and databases of programs, initiatives, and vendors.
• May maintain and update organizational charts.
• Coordinate Business Unit/Department projects, special assignments, and other daily/monthly activities with other areas as necessary.
• Participate in Business Unit planning meetings as well as projects comprised of participants from other Business Units and outside vendors.
• Assist management team with staff related activities including maintaining employee files, processing new hires/status changes, attendance and vacation reconciliation.
• May serve as department liaison for annual base pay and variable pay process.
• Arrange and submit requests to IS regarding new, transferring or terminating employees.
• Coordinate cubicle relocation and/or redesign of employee cubicles, as well as other facilities related requests.
• Coordinate and oversee maintenance of all departmental files, ensuring compliance with corporate record retention guidelines.
• Arrange and organize meetings, on and off site events, as well as schedule conference rooms and make catering arrangements for same.
• Respond to member, employee and management requests when answering routine to difficult telephone or written inquiries, resolving problems as required.
• Responsible for making day to day decisions.
• Consults with management or Operations Analyst(s) on non-routine matters.

Benefits

• Health coverage for medical, dental, vision
• 401(K) saving plans with company match AND Pension
• Tuition assistance
• Floating holidays and PTO for community volunteer programs
• Paid parental leave
• Wellness programs
• Employee discounts (membership, insurance, travel, entertainment, services and more!)

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level