Office Administrator

Location/Schedule: Santa Ana, CA (In-Person) with full-time schedule Monday-Friday.

Job Description:

Our Office Administrator plays a crucial role in ensuring our office functions smoothly. Their primary responsibility is to provide administrative support and handle various tasks to facilitate the efficient operation of the office. The Office Administrator will sit at the front desk and will be the first point of contact with visitors and vendors.

Essential Functions Include:

1. Administrative Support: Our Office Administrator is responsible for providing administrative support to the office staff and management. This may include managing and distributing incoming and outgoing correspondence, answering phone calls, scheduling appointments and meetings, maintaining calendars, and organizing travel arrangements.
2. Office Management: Our Office Administrator oversees the day-to-day operations of the office.  They ensure that office supplies and equipment are adequately stocked and maintained.  They may also be responsible for managing office budgets, handling invoices and expenses, and coordinating with vendors and suppliers (cleaning, supplies, etc.)
3. Facilities Management: Our Office Administrator manages all aspects of facility maintenance and services and oversees the maintenance of the office space, including common areas, meeting rooms and restrooms. They will coordinate repairs, maintenance work and improvements with contractors and building management.
4. Record Keeping: Our Office Administrator is responsible for maintaining accurate records and files. This may include organizing and archiving documents, updating the company directory, travel system and other databases, and managing electronic and physical filing systems. They should ensure that confidential information is handled securely and with discretion.
5. Communication: Effective communication is crucial for our Office Administrator role. They serve as a point of contact for internal staff and external parties. They may draft and proofread correspondence, memos, and reports. They may also be responsible for disseminating information within the office and ensuring that employees are aware of important announcements or updates.
6. Office Policies and Procedures: Our Office Administrator helps enforce office policies and procedures. They ensure that employees are aware of and comply with company policies, including health and safety regulations. They may also be involved in organizing office events and meetings.
7. Team Support: Our Office Administrator may provide support to other teams or departments within the organization as needed. They may collaborate with colleagues on projects, coordinate interdepartmental communication, and assist in special assignments or tasks. They may also be responsible for emailing the day’s golf industry news to the corporate office.

Qualifications Desired:

Overall, the role of an office administrator requires strong organizational skills, attention to detail, effective written & verbal communication, and the ability to multitask. We are looking for:

• 1+ years of experience in an Office Administrator or similar position is required
• High School Diploma or equivalent is required (college degree is a plus, but not required)
• Some experience and training in the operation of telephone switchboard and communications equipment is preferred, not required
• Proper etiquette for receiving, screening, and transferring telephone calls is required
• An ability to learn and follow postal regulations and procedures, provide courier services, and operate a postage machine is required
• Time management skills, ability to work with a diverse group of people, and basic knowledge of computer operation (MS Word, Excel, etc.) are required
• Any golf knowledge or background is a plus, but not required