Office Admin

About the role

The Office Administrator is responsible for coordinating and maintaining the smooth operation of the office. This includes managing administrative functions, supporting HR and operations teams, handling office logistics, managing vendor payments and billing, and ensuring a clean, safe, and welcoming workplace. The ideal candidate is detail-oriented, proactive, and capable of juggling administrative and financial tasks with professionalism and accuracy.

What you'll do

Main Responsibilities/Functions:

Office & Administrative Support

• Greet and assist visitors and vendors.
• Answer and route incoming calls and emails.
• Manage mail, packages, and deliveries.
• Maintain office cleanliness and coordinate with janitorial and maintenance vendors.
• Monitor and restock office, kitchen, and restroom supplies.
• Support scheduling for interviews, meetings, and events.
• Help onboard new hires by preparing desks, badges, and equipment.

Facilities Management

• Coordinate office repairs and maintenance needs.
• Assist with office moves and furniture setup.
• Conduct regular safety and compliance checks (e.g., emergency protocols, PPE availability).

Finance & Billing Support

• Process and track office-related invoices and payments.
• Submit check and ACH requests to the Finance Department.
• Maintain accurate records of billing, office expenses, and vendor payments.
• Reconcile monthly office bills (e.g., utilities, cleaning services, equipment leases).
• Communicate with vendors regarding billing issues or payment status.

Event & Project Coordination

• Organize internal events such as company lunches, holiday parties, and team activities.
• Coordinate logistics such as catering, supply purchases, and room setup.
• Track event-related expenses and stay within budget.

Qualifications

• High school diploma or equivalent required; associate or bachelor's degree preferred.
• 2+ years of office administration experience with finance-related responsibilities.
• Strong proficiency in Microsoft Office, Google Workspace, and basic accounting tools (e.g., QuickBooks or equivalent a plus).
• Exceptional attention to detail and organizational skills.
• Strong communication and interpersonal skills.
• Ability to manage sensitive information with discretion.
• Experience working in a fast-paced or multi-brand environment preferred.
• Bilingual (English/Mandarin or Spanish) is a plus, but not required.

Working Conditions and Physical Requirements:

• On-site role at the Santa Ana, CA office.
• Occasional lifting or moving of items up to 25 lbs.
• Frequent walking throughout the office and warehouse areas.
• Traveling may be required

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off