Administrative Assistant Job Details Job Location A&P CALIBRATIONS LLC - PLEASANTON, CA Position Type Full Time Indirect Job Category Administrative Description Job Title: Office Administrator Reports To: Top Management FLSA Status: Non-Exempt Summary: T o perform full Office Administrative duties that provide support for A&P Calibrations, Inc., as may be required for effective and efficient operation, by performing the duties as described below Qualifications: To perform this job successfully, an individual must be able to perform each essential responsibility satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Experience: 2 to 5 years relevant experience as an Administrative Assistant, or in a corresponding Administrative/Office capacity required. Education: AA Degree or equivalent, Business, Office Administration Vocational Program graduate, Bachelor’s Degree preferred Essential Responsibilities (Includes but is not limited to the following functions): + Project a professional company image through in-person, phone, and written interaction + Payroll processing + Invoice Tracking + Billing + 401K Maintenance + Insurance Maintenance + Maintain Books + Supervise Administrative Assistant(s) + Maintain Timecard + Customer Liaison + Quotes and follow-up + Ensure deliveries + Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement + Schedules expenditures; analyzing variances; initiating corrective actions + Performs Supply Management, tracks budget expenses, managing processes + Database maintenance + Prepare and maintain full and accurate financial records of all transactions carried out on behalf of the Company to include preparing and processing payroll, bank transactions and reconciliations, to ensure that effective management and accountability procedures are in place for the control and management of the authorized budget. + Prepare and maintain all HR records in line with statutory and operational requirements + Design and implement office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments + Maintain office staff by recruiting, selecting, orienting, and training employees + Contribute to team effort by accomplishing related results as needed + Complete operational requirements by scheduling and assigning employees; following up on work results + Maintain office staff job results by coaching, counseling, and disciplining employees, planning, monitoring, and appraising job results + Maintain files in an organized and accessible manner to include updating information, purging files on a regular basis, and creating new filing systems as needed + Inventories and orders office supplies and equipment as needed + Organize and maintain records for software and Standards + Provide reliable personal transportation to and from Lab prior to or following working hours + Maintain an organized office calendar and schedules meetings and appointments as needed + Revise quotes to reflect any changes in product and send update quotes to the customer for approval before invoicing. + Contact the customer to obtain or update their Purchase Order (PO) to ensure it aligns with the invoicing process. + Request a detailed quote from the vendor and create a PO based on the quote. + Perform other related duties as assigned Non-Essential Responsibilities: + Maintains a petty cash fund with the proper documentation, makes change as needed and balances on a regular basis + Provide general clerical and administrative support, including word-processing, photocopying, faxing, scanning, minute taking, filing, data input, maintenance, and information management + Perform reception and initial client support duties + Attend seminars and meetings as may be directed by Top Management, as appropriate to the position of Office Administrator + To undertake ongoing training and professional development, appropriate to the effective and timely discharge of the duties of the post. + Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records + Maintains professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies + Designing filing systems. + Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends + Answers multi-line telephone system, takes accurate messages, and screens and directs telephone calls in a professional manner + Completes travel arrangements to include accommodations, transportation and prepares itinerary. + Compose, prepare, and proofreads correspondence, office memos and reports and maintains confidentiality when required. + Update and distribute controlled documents, hardcopy, and softcopy + Design/create/modify/implement forms for use within office by applying knowledge of software applications such as Microsoft Word, Access, Power-Point, etc. and update as needed + Be responsible for the compiling and collating of statistics for A&P Calibrations, Inc. + Provide administrative support for special projects to include research, compiling data and preparation of summary reports based on results + Enter equipment receipts + Graph and post Operational Metrics + Maintain Receiving, Shipping and Non-Conformance Logs + Scan and save Certificates of Calibration and documents to appropriate hardcopy and softcopy files + Process incoming and outgoing mail daily by Fed Ex, Airborne, Postal Service, UPS, or drop-off (delete operating postage meter) + Maintain cleanliness of front office and general lab space + Reviewing and approving supply requisitions. + Drive company vehicles and as needed, personal vehicles during working hours + Promotes Process Improvement Supervisory Responsibilities: + Supervise Administrative Assistant(s) Language Skills: + Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedures, manuals, purchasing and financial documents. Ability to write routine reports, correspondence, emails and procedures, and design/complete forms/spreadsheets. Ability to speak effectively before customers, or employees of A&P Calibrations, Inc. Mathematical Skills: + Ability to calculate figures and amounts, such as percentages, ratios, metrics, decimal place and specification/tolerance interpretation, and parameter conversions. Ability to apply concepts of basic algebra and geometry. Utilize Excel for calculations. Reasoning Ability: + Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, spreadsheet, or schedule form. Ability to make accept/reject/adjust decisions based upon data and corresponding procedures. Specialized Training: + Computer literacy + Office Management Certificates and Licenses: + N/A Equipment to include but not limited to: + Multi-line telephone + Desktop and laptop computers + Printers + Photocopiers + Facsimile machines + Calculators + Electronic balances/weighing scales Skills: + Strong oral and written communication skills + Reading + High degree of computer literacy - to include competence in the following Microsoft applications - word processing, spreadsheets, databases, file management, e-mail, and the internet, to include: + Keyboard entry 2) Power Point 3) Access 4) Project Management 5) Order Processing/Purchasing + Carry out payroll functions including PAYE/PRSI returns and a knowledge of payroll software desired + Knowledge of operation of IT networks + Familiarity with cGMPs and ISO preferred + Customer Relations + Supervision + Results oriented and client focused + Organization and Planning + Facilitate and support the work of team members + Time management- deliver work to a high standard and to tight deadlines + Scheduling + Problem solving + Professional and reliable + Delegation + Interpersonal + Filing + Attention to detail + Basic printer maintenance/troubleshooting Physical Requirements: + Able to lift and move objects without assistance, minimum 15lbs. + Manual dexterity Frequent Activities: + Speaking and hearing + Writing/keyboard entry + Sitting + Standing + Walking + Use of hands + Reaching with arms and hands Occasional Activities: + Bending + Stooping/kneeling + Use of the sense of smell Work Environment: + May be exposed to fumes or airborne particles and biological cells + May be exposed to toxic and caustic chemicals + May be exposed to loud noise levels + May be exposed to high pressure and/or electricity + Occasionally be exposed to inside heat or cold due to external climate and/or electrical systems malfunction