Office Administrator

Office Administration

• Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc.
• Take minutes for meetings and hearings.
• Ensure operations of office equipment by completing maintenance and calling of repairs
• Organize and compile company records and documentation
• Schedule meetings, organize calendars, and record meeting minutes
• Prepare well packed shipments and maintain all shipping materials, such as boxes, cushions, bubble wrap, shipping tape, etc. Receive and distribute packages accordingly.
• Support travel arrangements (domestics and international) including hotel, flights, rental car, etc.
• Studies and implements management policies and procedures in order to improve the effectiveness and efficiency of workflow and reporting procedures.
• Manages and renews contracts with corporate service agencies, such as insurances, benefits, vehicles, office leases, etc.
• Prepares and files statements and reports for government and insurance agencies as required.
• Identifies administrative needs and develops appropriate solutions or recommendations.
• Coordinates activities of various departments or employees within the Company.
• Interprets and applies laws, rules, and regulations applicable to the organization.
• Handles employees’ inquiries and refers matters to the appropriate party and follow up as necessary
• Answer general inquiries from customers, vendors, or other colleagues
• Handle sensitive information in a confidential manner
• Assist Field Service Engineers for scheduling meetings and reporting.
• Perform other related duties and responsibilities, as assigned

• Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity.
• Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company.
• Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier.
• Adapt and use internal and customer portal sites for purchase orders and reporting.
• Prepares requisitions, purchase orders and other forms as directed.
• Communicates with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters.
• Interfaces with the sales and service team to coordinate purchasing management
• Interfaces with the sales and service team to coordinate proper inventory management.
• Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department.
• Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery schedule) and client s headquarters in Japan (i.e. in providing delivery schedule to Japan)

Minimal Required Essential Job Skills

Accuracy, Attention to Detail, Basic Math Skills, Communications (Oral & Written), Dependability/Reliability, Initiative/Follow Through, Listening & Understanding, Diplomacy, Confidentiality, Multitasking, Office Management, Planning & Organizing, Supervisory, Team Worker.

Education & Work Experience

• Bachelor’s degree (B.A.) from a four-year college or university or equivalent combination of education and experience.
• Between one or two years of previous work experience in a similar position.

• Software includes the use of Windows operating system & MS Office.