Temporary Office Administrator - Capital Insurance Group

The Office Administrator is responsible for front desk responsibilities which include but are not limited to greeting visitors, , coordinating onsite vendors, managing beverage inventory, coffee stations. This assignment demands an extremely competent administrative professional who is comfortable handling a variety of work assignments. The ideal person will possess sound judgment and decision-making skills along with a high degree of courtesy, tact, diplomacy, and discretion to manage work of a critical and sometimes confidential nature in a timely and professional manner. Duties performed require standard and advanced administrative skills. The ideal candidate must possess exceptional organizational skills, as well as the ability to manage multiple priorities and meet time sensitive demands. The Office Administrator must maintain confidence and trust, anticipate needs and take the initiative to handle a variety of assignments accurately, efficiently, and with limited direct supervision. Performs other duties as required or assigned.

Office Administration

• Manage the front desk and standard office administration, , ,
• May include light cleaning of shared spaces, including loading and starting of dishwasher, wiping down of counters in breakroom.
• Manage the coffee stations, stocking, inventory, etc.
• Assist with Administering new hire, replacement, and visitor badges.
• Uses Word, Excel, One Note, Microsoft Forms and PowerPoint. Proofread and edit documentation to ensure correct grammar, spelling, and punctuation.
• Attend and participate in weekly Human Resource team meetings.
• Onsite new hire first point of contact, conduct site tour and walk to the designated area to work or leader based on Talent instruction.
• Perform special or periodic projects and assignments at the managers request, such as conducting research or planning special events.
• Support onsite employee events by scheduling, ordering food and setting up meeting space.
• Back-up to Sr. Executive Assistant on Summons and Subpoenas processing

• Greet and welcome visitors, issue visitor badge and ensure the security logbook is updated correctly with recorded in and leaving times.
• Connect visitor with appropriate person at office as visitors should not be unescorted.
• Maintain office security by following safety procedures and controlling access via the reception desk (ensure that the appropriate doors are not left open for unauthorized access)
• Answer, screen, and forward incoming phone calls
  • Maintain/Manage updates for phone procedures changes.
• Ensure reception area is tidy and presentable.
• Receive and distribute daily HR & Facilities mail/deliveries.

• Process Invoices for HR, Talent Acquisition & Facilities
  • Ensure accuracy of timely processing and information of details
  • Respond to all customer inquiries in a polite and timely manner.
  • Maintain log of Invoices received and processed.
• Process Flower Arrangement requests. Manage and maintain pricing list for consistency of purchases and update quarterly.
• Maintain electronic greeting cards for team members for birthdays and work anniversary.
• Additional administrative and support responsibilities may be assigned to ensure full support of office and HR functions.

Training and Development

• Utilize video and conference applications (Teams and GoTo Webinar)
  • Schedule and provide meeting invitations to participants for monthly training.
  • Collect, review and submit Rosters to ETP vendor for training of California employee.
  • Collection of responses from training participants using Microsoft forms.
  • Create DISC training rosters and delivery of materials to participants.
  • Assist SR. HRBP – Training and Development as needed for monthly trainings.
  • Research training platforms and vendors for training when required.
  • Manage training and development calendar for organization.
  • Assist with ordering course, materials and exams for employees receiving designations from The Institutes and Kaplan.
  • Assist with registration for CIG employees attending Auto Owner’s training.
• Create and post information on upcoming training events, Community & SharePoint
• Added support to HR department on projects, events and other administrative types of assistance.

Education and Experience:

• 2-4 yrs. administrative and office experience in a professional environment.
• Excellent verbal and written communication skills. Detail and deadline-oriented, multitasker, and strong organizational skills.
• This position will report directly to the Human Resources Manager, dotted to the AVP – Human Resources and general support to the Monterey location based on the above responsibilities and other requests as necessary.

Knowledge of:

• Word, Outlook, Microsoft Forms, One Note, PowerPoint, and Excel including graphs.
• Utilize video conference applications / platforms (Teams, GoTo Webinar)
• Standard office practices and procedures, including filing systems and business letter composition.
• Correct English usage including spelling, grammar, punctuation, and vocabulary.

Ability to:

• Greet and care for all visitors with professionalism and care.
• Solicit the cooperation and performance of tasks by various departments.
• Work closely with the technology department for department A/V needs both in-office and offsite meetings.
• Identify sensitive issues and use appropriate discretion in handling confidential issues.
• Organize work, set priorities, and meet critical deadlines with minimal supervision.
• Maintain the confidentiality of materials and use appropriate discretion in handling sensitive and confidential correspondence or information.

Work Environment

This is an in-office position located in our Monterey, CA location.

Pay range: $20.00 - $25.00 per hour

The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as benefits and bonus programs.