Office Administrator
Lakeside, CA
Full Time
Entry Level
Company Overview
Guided by our Vision to be the company of choice based on quality, value, and customer service, we embody SPIRIT in everything we do: Spreading Positivity, Initiating Relationships, and Inspiring Teamwork. Our Core Values—QUEST—drive us: Quality, Understanding & Care, Exceptional Service, SPIRIT, and Trust & Integrity.
In our Operations department, we ensure the seamless execution of KR Wolfe’s projects by managing critical functions such as inventory, shipping, logistics, fleet, technology, facilities, and vendor coordination. Our team equips field staff with the tools, equipment, and resources needed to deliver exceptional service, supporting the company’s mission.
Position Summary
This role serves as a key point of contact for employees, visitors, clients, and vendors while supporting operational efficiency and fostering a positive workplace culture. Success in this role is measured by responsiveness, organization, attention to detail, effective coordination of office resources, and the ability to provide consistent administrative support while upholding KR Wolfe's SPIRIT and QUEST values.
Duties and Responsibilities
- Perform daily office opening and closing procedures.
- Answer and direct incoming phone calls and distribute voicemail inquiries.
- Greet and assist visitors, clients, vendors, and employees.
- Maintain filing systems and company records as needed.
- Coordinate conference room scheduling and manage meeting room calendars.
- Prepare conference rooms for meetings, trainings, interviews, and client visits, including refreshments and materials as needed.
- Assist with expense entry, reporting, and administrative projects as assigned.
- Provide administrative support to departments and leadership as needed.
Office Operations & Facilities Support
- Maintain a clean, organized, and professional office environment.
- Order and replenish office supplies, kitchen supplies, and administrative materials.
- Maintain kitchen, conference room, and common areas to ensure they remain stocked, organized, and presentable.
- Monitor office equipment and coordinate service requests as needed.
- Coordinate service visits for janitorial, landscaping, pest control, and other facility-related vendors.
- Support workplace safety initiatives and emergency preparedness efforts.
- Assist with office moves, workspace setups, and furniture arrangements as needed.
Mail, Shipping & Receiving
- Receive, sort, distribute, and process incoming and outgoing mail and packages.
- Process outgoing shipments and coordinate shipping requests.
- Coordinate shipping activities and reconcile shipping accounts.
- Track and manage shipments of company equipment, tools, PPE, and supplies.
- Ensure timely distribution of packages and company assets to employees and field personnel.
Asset & Inventory Management
- Maintain inventories of office supplies, company-branded materials, employee apparel, PPE, tools, and equipment.
- Maintain records of company-issued equipment, including laptops, phones, and office equipment.
- Assist with employee equipment distribution and collection during onboarding and offboarding activities.
- Support periodic inventory counts and asset audits.
Additional Responsibilities
- Assist with planning and coordinating employee events, team-building activities, and office celebrations.
- Support initiatives that promote a positive employee experience and workplace culture.
- Provide operational coverage for administrative team members during peak periods or absences, as needed.
- Support special projects and cross-functional initiatives as assigned.
- Perform other duties as assigned to support business needs.
Qualifications
- High school diploma or equivalent required.
- Minimum of 2 years of experience in office administration, administrative support, customer service, or a related role.
- Strong organizational and time-management skills.
- Excellent verbal and written communication skills.
- Proficiency with Microsoft Office Suite and common office technology.
- Ability to manage multiple priorities and work independently.
- Strong attention to detail and problem-solving skills.
- Professional demeanor and customer-service mindset.
Physical Requirements
- Ability to move throughout office and warehouse environments.
- Ability to occasionally lift and carry up to 30 pounds.
- Ability to sit, stand, walk, bend, and reach as necessary to perform job duties.
- Ability to operate standard office equipment and technology.
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