Administration Assistant Manager

General Position Summary

This position is responsible for managing the Administration Department as well as supporting accounting under the direction of Management. Duties also include performing Human Resources tasks.

Essential Job Functions

ADMINISTRATIVE COORDINATION

• Supports an organization or department by performing administrative services.
• Assists management with administrative tasks such as tracking and compiling information of interest.
• Prepares various reports detailing the administrative information, reviews and answers correspondence.
• Manages and maintains office and break room supplies.
• Creates a variety of documents including fax, mail, email and spreadsheets.
• Composes routine correspondence and creates reports or presentation.
• Composes and types a variety of letters, memorandums and reports accurately and efficiently.
• Screens incoming mail, facsimile, publications and other correspondence and maintains mailroom.
• Responsible for sending out all Federal Express, UPS and regular company mail on a timely basis.
• Assists callers on the telephone, determines their needs and refers them to the proper individual or department for further assistance or takes message.
• Helps other employees with various tasks, i.e. supports accounting typing letters, gathering information, etc.
• Arranges and supervises janitorial service to maintain proper conditions of LA office and tenant offices.
• Manages office and warehouse keys including tenants and updates the key list.
• Supervises courier and air courier services in and out of LA office.
• Manages and maintains property of the company and reports irregular issues to the management.
• Plans and arranges company events.
• Receives tenant requests, logs and dispatches complaints and requests to appropriate maintenance personnel and vendors. Works with maintenance personnel and vendors to maintain tenant satisfaction concerning complaints/requests and follow up with tenants promptly.
• Coordinates and conducts inspections and repairs of warehouse fire systems, fire extinguishers and fire sprinklers
• Coordinates and conducts inspections and repairs of HVAC systems
• Coordinates and conducts inspections and repairs of warehouse and office security systems. Maintains and programs user level authorization
• Conducts warehouse walkthrough inspections with city inspectors such as Fire Department and CALOSHA.
• Coordinates AT&T installation, repair and renewal for all office phones, cell phones and data lines

ACCOUNTING SUPPORT

• Reviews expense sheets submitted by employees.
• Verifies invoices and expense reports and issues checks accordingly.
• Conducts new client credit inquiries.
• Performs other accounting duties as necessary as requested by the Administration Manager.

HUMAN RESOURCES COORDINATION

• Checks and reviews timecards from all employees, monitors employee attendance records and reports to the management.
• Processes new employees hiring procedures, and separation of employment procedures.
• Oversees personnel relations issues and troubleshoots any dispute among employees.
• Communicates with the insurance broker to process renewal of liability insurance policies and health insurances. Coordinates health insurance open enrollment prior to the renewal dates.
• Provides necessary paperwork and assists employees prepare the application for the medical plans.
• Manages and maintains log of insurance premiums in the designated format.
• Monitors and researches changes in legislation and regulations concerning employer-sponsored medical insurance.
• Manages and maintains 401(k) plan for employees; responds to the questions and inquiries from employees.
• Monitors vacation/leave requests from the employees, updates vacation and sick leave logs to keep it up to date and keep them on personnel files.
• Coordinates employees&workers compensation claims when requested and maintains and updates workers compensation claims files in compliance with the laws and regulations.
• Coordinates with the insurance broker to manage insurance cost to meet with the company budget.
• Coordinates with insurance auditors and assists them carry out auditing.
• Handles filing a claim to insurance broker when accidents occur.
• Ensures security procedures as required by government agencies such as OSHA and other regulations are followed.
• Monitors Federal, State and Local laws and regulations and keeps Management informed of changes that impact the Company's business.
• Conducts Harassment training for offices when necessary
• Implements and updates Employee Handbook

OTHER & MISCELLANEOUS

• Seeks constant improvement, more efficient and less expensive ways and means in work processes.
• Maintains high ethical standards in the work place.
• Reports all irregular issues and problems to the Manager for solution.
• Maintains good communication with managers, coworkers and outside contacts.
• Complies with all company policies and procedures.
• Responsible for maintaining a clean and safe working area and organizing data and documents.
• Performs special projects and other miscellaneous duties as assigned by the Manager.

Job Dimensions (skills, knowledge & abilities)

Essential Job Dimensions

Communication, Flexibility/Adaptability, Initiative/Follow Through, Problem Solving, Team Leading, Time Management

Qualifications

Education & Work Experience

• Associate degree (A.A.) or equivalent from two-year college or technical school; and five years of related experience and/or training; or equivalent combination of higher education and experience.

Tools & Equipment

• General office equipment including phones, fax, copier, personal computer, printer, scanner, etc.
• Software includes the use of Windows operating system, MS Office.

Supervisory Responsibilities

• Yes (Administration Department)