Department Admin - Technology

General Job Description:

The Department Admin, Technology provides administrative, financial, and onboarding support for the Technology Department. This role handles invoice tracking, vendor and contractor onboarding, new-hire setup, meeting coordination, travel, and department events. Working with Technology leadership and teams across the company, the Administrative Coordinator takes initiative on a variety of assignments and supports department projects, so that technical teams and leaders can stay focused on their priorities.

Must be able to work on-site in our Pasadena office Monday - Friday.

Supervises: None

Essential Duties & Responsibilities:

• Schedule and coordinate technology leadership and departmental meetings, ensuring preparation and execution of meeting materials, communication invites, agendas, presentation materials, catering arrangements (where applicable), distributing agendas and meeting notes, and tracking the action items.

• Manage competing priorities and calendar demands, proactively identifying, prioritizing, and following through on needed tasks and ad-hoc projects.

• Track invoice statuses, follow up on past-due items, research payments in JDE and Medius, and maintain up-to-date tracking spreadsheets.

• Coordinate vendor onboarding by setting up new vendors with Purchasing and Accounts Payable and educating vendors on ACCO's invoicing and billing guidelines.

• Review contractor timesheets and manage invoice-related approvals in accordance with department procedures.

• Provide organizational and administrative assistance to department managers during annual budget planning cycles by researching invoices, historical billing, and payment records.

• Complete and reconcile expense reports for the leadership team and provide general expense management assistance across the department.

• Coordinate new-hire logistics, working closely with internal teams to facilitate the delivery of hardware, devices, and necessary software access for incoming employees and consultants.

• Oversee contractor and vendor onboarding processes, ensuring full adherence to department policies, security protocols, and administrative guidelines.

• Arrange travel plans and itineraries for the leadership and departmental staff, including booking flights and hotel accommodations, managing conference schedules, and tracking attendance.

• Coordinate departmental training sessions, schedule sessions, and track employee participation and completion progress.

• Plan, coordinate, organize, and support company and department events, celebrations, holiday gatherings, and team-building activities.

• Manage office maintenance by keeping office supply inventories stocked and ensuring essential department equipment (such as printers and copiers) is fully operational.

• Perform other tasks and duties as assigned by supervisor and/or upper management.

Position Requirements (Skills, Knowledge, Abilities):

• High School Diploma or equivalent required

• College degree preferred

• Intermediate-plus proficiency in Google Workspace Suite, MS Word and MS PowerPoint and MS Excel.

• Two-plus years’ experience in the administrative support position.

• Well organized with ability to multitask between several projects delegated by multiple parties.

• Demonstrated experience as a team player and able to achieve assigned performance goals.

• Ability to handle pressure and hectic pace.

• Good written and oral communication skills and strong telephone background.

• Ability to work overtime when required

Preferred:

• Experience with enterprise systems such as JD Edwards (JDE) and Medius.

• Experience supporting an IT or Technology department, including vendor coordination, contractor timesheet administration, and new-hire coordination.

• Experience working in a construction industry.

ACCO Competencies:

• Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision.

• Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity.

• Insight: The ability to gather and make sense of information that suggests new possibilities.

• Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people.

• Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner.

• Big Picture: Understands and contributes to the organization’s short- and long-term business strategy.  On a personal level has independently developed a vision for short- and long-term career success.

• Motivation / Dedication: Commits to excellence in pursuing unselfish goals.  Initiates action with collective goals, takes responsibility, and shows personal humility.

• Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feedback; demonstrating an openness to learning and change.

• Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives.

Physical Requirements: 

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Must regularly lift and/or move up to 30 pounds, frequently lift and/or move up to 50 pounds and occasionally lift and/or move up to 100 pounds.
• While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. 
• Specific vision abilities required by this job include close vision and ability to adjust focus.
• The employee is frequently required to sit and talk or hear. 
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The noise level in the work environment is usually moderate.
• You are a responsible person with the ability to multi-task. You understand that regular & routine attendance is required.

Hours: 8:00 am to 5:00 pm Monday through Friday, 8 hours per day with one hour for lunch. 

Competitive Wages: 

$23 to $30 per hour. Applicants please note that actual compensation is determined by several factors that are unique to each candidate, including but not limited to job-related skills, depth of experience, certifications, relevant education or training, and specific work location, among others. The offered wage or salary is only one aspect of an employee's total compensation.

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