Office Administrator

This is a Part-time position: 9 am to 2 pm

On site: AlphaBOLD' Office in Carlsbad CA

Job Description

AlphaBOLD is looking for an Office Administrator to join our team Part-time. This position will report to our Accounting Manager and will be located in our Carlsbad, CA office.

The ideal candidate for this role will have introductory accounting, business administration and human resource experience. This person will have a basic understanding of how an office runs daily and will be in charge of providing support to our managers, employees and office visitors by handling a variety of assigned tasks in order to ensure that all interactions between AlphaBOLD, Inc. and others are positive and productive. This role is client-facing; therefore, the candidate must be a strong communicator (written and oral) and possess a ‘can-do attitude. Lastly, this individual must be a self-starter who enjoys teamwork but is also capable of working alone.

Job Responsibilities

Administrative Duties:

• Processing payments through CRM, QB and depositing them through BOA remote deposit device
• Interacting with vendors when needed and providing accounting department with bills
• Handling office tasks such as filing, reordering office supplies and asking for approvals
• Making travel arrangements, such as booking flights, cars, making hotel and restaurant reservations
• Screening Accounting emails and routing them to appropriate party
• Anticipate the needs of others in order to ensure their seamless and positive experience
• Track stocks of office supplies and place orders when necessary
• Manage phone calls and correspondence (e-mail, letters, packages, etc.)
• Assist colleagues whenever necessary
  
  

Human Resource Duties

Benefits:

• Support payroll for the U.S. location including commission reports, bonuses, PTO adjustments, and expense reimbursements
• File completed employee benefit paperwork in employee personnel folders
• Process 401K contributions twice a month
• Compile data from multiple entities in preparation for annual benefit audits
  
  

Human Resource

• Assist with creating personnel files using electronic file system
• File all employee documents in personnel folders
• Enter employee data into QuickBooks
• Assist Director of Employee Wellbeing with assigned tasks, such as conducting research for employee wellness program, social committee, HR events, etc.
• Ensure forms are properly completed by employees prior to filing in their personnel folders, if any information is missing, please forward back to HR to follow-up with employee
• Continuously learn the latest HR best practices to improve workplace efficiency
• Keep all information confidential
  
  

Required Qualifications

• Proven experience as an office administrator, office assistant or relevant role
• Ability to use Microsoft Office, Excel, QuickBooks, PayChex, PowerBI, Bill.com and Microsoft Dynamics 365/CRM
• Ability to manage multiple tasks and prioritize effectively
• Ability to work under pressure and ask relevant questions when needed
• Outstanding written and verbal communication skills
• Familiarity with office management procedures and basic accounting principles
• Excellent organizational and leadership skills
  
  

Education And Training Required

• High school diploma/GED- Required
• Associate degree- Preferred
• Trade or technical school (Certificate or diploma)- Preferred
• Bachelor's degree- Preferred
  
  

Years Of Experience

• Minimum of 1-3 years of experience required
  
  

What We Offer

• Market Competitive Salary Package
• Medical Insurance
• Provident Fund
• Individual Performance Incentive Plan
• Company Performance Incentive Plan
• 401(k) program
• PTO