Office Administrator

Summary: The Office Administrator will be required to oversee and manage the day-to-day office maintenance and supporting functions, helping to set up company policies and procedures among other necessary assignments. This individual will oversee admin needs across office building, corporate housing, and grounds maintenance; traveling between these locations will be required. A main project for this role will be managing the daily aspects of mobility regarding our expatriates from Taiwan. You will coordinate expats' company housing and arrange periodic visits to monitor housing conditions and needs. The ideal candidate will be bilingual in Mandarin and English. As an Office Admin, you will be responsible for supporting newly relocated new hire's needs and maintaining constant communication prior to their arrival/departure.

Essential Duties and Responsibilities include the following:

• Greet and direct visitors to the appropriate person and office.
• Support company leadership and administrative department activities for staff.
• Handle basic office tasks, such as filing, delivering mail, answering emails and phone calls, and data entry. 
• Coordinate schedules and manage calendars for multiple parties to ensure activities are properly arranged with no conflicts. 
• Make arrangements and prepare documents, presentation materials and facilitate meetings. 
• Enter and update company, employee, and client records. Ensure records and reports are up-to-date. 
• Order, store, and distribute office supplies.
• Maintain, repair, or replace office/facility equipment. 
• Direct, review, and optimize office operations to increase accuracy, productivity, and efficiency to reduce costs. 
• Submit timely reports and prepare presentation/proposals as assigned. 
• Assist colleagues whenever necessary. Collaborates with other functional teams on administrative tasks.
• Conducts and documents routine detailed facility inspections and identifies issues for proactive work orders.
• Other responsibilities as assigned.

Mobility - Essential Duties and Responsibilities 

• Provide guidance and support to employees and managers regarding mobility policies, processes, and requirements. 
• Manage and coordinate the end-to-end process of mobility assignments, including relocation, translation, and housing support. Maintain accurate and confidential employee records related to mobility assignments. 
• Develop and maintain relationships with external vendors, such as relocation providers, leasing offices, landlords, and property managers. 
• Conduct briefings and trainings for employees and managers on global mobility policies, processes, and cultural considerations. 
• Support employees during relocation process, providing assistance with housing, and other relocation-related matters. 
• Maintaining general office files, including job files, vendor files, and other files related to the company’s operations.
• Handle Company rental property furnishing details such as being onsite for pre-occupancy deliveries, setup of household goods, bedding, supplies.
• Travel between the Corporate and Construction Site offices, and Company rental properties ranging in distance within approximately a 15 minutes / 10-mile radius.
• Make Regular / periodic rental property site visits as needed to monitor and observe conditions, assess, and determine situations that may be in need of servicing (such as lawn care, etc.), gather details regarding issues that arise, report those issues to manager, proactively handle minor issues that arise, and when possible, offer vendor options, or other ideas as solutions.
• Communicate and act as a liaison with utility vendors and repair service personnel providing accurate and detailed instructions and obtaining report information from service providers as needed.
• Maintain consistent communication between company employee residents and internal administrative office staff; as well as apartment management staff as needed.
• Additional responsibilities as needed.

Qualifications:

The requirements listed below are representative of the knowledge, skill, and/or ability required.         

Education/Experience:

• High School Diploma/GED; or Associates/Bachelor's degree in Management, Communications or related field.
• 1-5+ years of related experience and/or training; or equivalent combination of education and experience.

Skills and Competencies:

• Ability to work in a construction site environment (trailer office).
• Start-up experience preferred.
• High level of attention to detail, and highly organized.
• Excellent verbal and written communication skills.
• Excellent interpersonal, negotiation, and conflict resolution skills.
• Ability to act with integrity, professionalism, and confidentiality.
• Ability to effectively prioritize responsibilities depending on project needs.
• Excellent organizational and time management skills.
• Ability to develop and maintain successful relationships with all levels of employees, clients, and subcontractors.
• Must be able to work under pressure and meet deadlines while maintaining a professional attitude.
• Proficiency in Microsoft Office Suite products (Word, PowerPoint, Excel, Outlook, Teams).

Language Proficiency:

• Effective English verbal and written communication skills required; Ability to effectively present information and respond to questions from groups of managers, and employees.

Must have:

• Effective written and verbal communication skills in Mandarin.

Additional Requirements:

• Must have and maintain a valid Arizona driver’s license. May be required to travel to other sites within Arizona to perform certain work functions.