Date Posted
6/08/2022
Location
Torrance, CA
Salary Range
$55,000.00 - $70,000.00
Summary
This position is responsible for managing the Administration Department as well as supporting accounting under the direction of Management. Duties also include performing Human Resources tasks.

Administrative Coordination.
  • Supports an organization or department by performing administrative services.
  • Assists management with administrative tasks such as tracking and compiling information of interest.
  • Prepares various reports detailing the administrative information, reviews and answers correspondence.
  • Manages and maintains office and break room supplies.
  • Creates a variety of documents including fax, mail, email and spreadsheets.
  • Composes routine correspondence and creates reports or presentation.
  • Composes and types a variety of letters, memorandums and reports accurately and efficiently.
  • Screens incoming mail, facsimile, publications and other correspondence and maintains mailroom.
  • Responsible for sending out all Federal Express, UPS and regular company mail on a timely basis.
  • Assists callers on the telephone, determines their needs and refers them to the proper individual or department for further assistance or takes message.
  • Helps other employees with various tasks, i.e. supports accounting typing letters, gathering information,
  • Arranges and supervises janitorial service to maintain proper conditions of LA office and tenant offices.
  • Manages office and warehouse keys including tenants and updates the key list.
  • Supervises courier and air courier services in and out of LA office.
  • Manages and maintains property of the company and reports irregular issues to the management.
  • Plans and arranges company events.
  • Receives tenant requests, logs and dispatches complaints and requests to appropriate maintenance personnel and vendors. Works with maintenance personnel and vendors to maintain tenant satisfaction concerning complains/requests and follow up with tenants promptly.
  • Coordinates and conducts inspections and repairs of warehouse fire systems, fire extinguishers and fire sprinklers
  • Coordinates and conducts inspections and repairs of HVAC systems
  • Coordinates and conducts inspections and repairs of warehouse and office security systems. Maintains and programs user level authorization
  • Conducts warehouse walkthrough inspections with city inspectors such as Fire Department and CALOSHA.
  • Coordinates AT&T installation, repair and renewal for all office phones, cell phones and data lines
Accounting Support
  • Reviews expense sheets submitted by employees.
  • Verifies invoices and expense reports and issues checks accordingly.
  • Conducts new client credit inquiries.
  • Performs other accounting duties as necessary as requested by the Administration Manager
HR Coordination
  • Checks and reviews timecards from all employees, monitors employee attendance records and reports to the management.
  • Processes new employees hiring procedures, and separation of employment procedures.
  • Oversees personnel relations issues and troubleshoots any dispute among employees.
  • Communicates with the insurance broker to process renewal of liability insurance policies and health insurances. Coordinates health insurance open enrollment prior to the renewal dates.
  • Provides necessary paperwork and assists employees prepare the application for the medical plans.
  • Manages and maintains log of insurance premiums in the designated format.
  • Monitors and researches changes in legislation and regulations concerning employer-sponsored medical insurance.
  • Manages and maintains 401(k) plan for employees; responds to the questions and inquiries from employees.
  • Monitors vacation/leave requests from the employees, updates vacation and sick leave logs to keep it up to date and keep them on personnel files.
  • Coordinates employees’ workers compensation claims when requested and maintains and updates workers compensation claims files in compliance with the laws and regulations.
  • Coordinates with the insurance broker to manage insurance cost to meet with the company budget.
  • Coordinates with insurance auditors and assists them carry out auditing.
  • Handles filing a claim to insurance broker when accidents occur.
  • Ensures security procedures as required by government agencies such as OSHA and other regulations are followed.
  • Monitors Federal, State and Local laws and regulations and keeps Management informed of changes that impact the Company's business.
  • Conducts Harassment training for offices when necessary
  • Implements and updates Employee Handbook
Other
  • Seeks constant improvement, more efficient and less expensive ways and means in work processes.
  • Maintains high ethical standards in the work place.
  • Reports all irregular issues and problems to the Manager for solution.
  • Maintains good communication with managers, coworkers and outside contacts.
  • Complies with all company policies and procedures.
  • Responsible for maintaining a clean and safe working area and organizing data and documents.
  • Performs special projects and other miscellaneous duties as assigned by the Manager.
Qualification
  • Associate degree (A.A.) or equivalent from two-year college or technical school; and five years of related experience and/or training; or equivalent combination of higher education and experience.
  • General office equipment including phones, fax, copier, personal computer, printer, scanner, etc.
  • Software includes the use of Windows operating system, MS Office.
  • Communication, Flexibility/Adaptability, Initiative/Follow Through, Problem Solving, Team Leading, Time Management