Administrative Manager

JOB PURPOSE

The Administrative Manager’s primary function is to oversee the company’s administrative department. This requires supervision and training of administrative staff, scheduling of employee and management communications, recordkeeping, establishing department procedures, managing and providing updates on the budget, and assisting the president with various employee management and HR related issues, and supply management.

JOB DUTIES AND RESPONSIBILITIES

Essential Job Functions:

• Support site leader/President in hiring, scheduling, training and performance evaluations.
• Maintain the company’s budget performance spreadsheet.
• Coordinate communications, workflow and scheduling.
• Coordinate development of office policies and procedures to improve workflow and compliance.
• Supervise administrative records, process and procedures for business activity workflow.
• Manage administrative assistant(s).
• Coordinate the facilities and equipment maintenance.
• Ensure compliance with relevant regulations.
• Ensure confidentiality and accuracy of sensitive information, company records, and financial documents.
• Manage process of in-coming phone calls, emails, and parent company correspondence related to all administrative activities.
• Oversee maintenance and organization of files, records, and documents in digital and physical formats for easy access and retrieval.
• Prepare reports, presentations, and spreadsheets by compiling data and formatting information in a clear, professional manner.
• Coordinate the ordering of office supplies, manage inventory levels to ensure a well-stocked and efficient workspace.
• Manage data entry, bookkeeping, and expense tracking by accurately recording financial transactions and reconciling reports.
• Liaising with vendors, internal and corporate staff to relay information, schedule appointments, and support business operations.
• Schedule and process employee leave requests and by-weekly payroll.
• Assist with on-site personnel actions.

Marginal Job Functions:

• Knowledge of general office clerical procedures.
• Strong computer skills with proficiency in Microsoft Word, Excel, and PowerPoint.
• Ability to regularly exercise sound judgment.
• Ability to communicate issues effectively and accurately to the President of the company.

SAFETY REQUIREMENTS

• Will participate in and support safety initiatives, safe work practices and compliance.
• Will participate in safety activities including the following: immediately reporting hazards, unsafe work practices and accidents/injuries.
• Will follow all safety rules, FAA regulations, PPE compliance and equipment operation requirements

WORKING CONDITIONS

Physical Demands: Requires sitting or standing for extended periods of time. Requires the ability to go up and down stairs. Requires frequent walking, bending, and reaching to shoulder level. Requires occasional squatting, lifting, carrying, pushing or pulling weight up to 20 pounds. Requires repetitive hand movement. Requires eye-hand coordination and manual dexterity. Requires corrected vision and hearing to normal range.

Equipment Operated: Ability to operate office machines and equipment and troubleshoot problems with equipment.

Work Location: PDR facility in Camarillo, CA.

Protective Equipment Required: None

Potential Hazards: Minimal; PDR is a non-hazmat company.

JOB SPECIFICATIONS

Knowledge, Skills and Abilities:

• Strong ability to organize and plan work adhering to deadlines.
• High level of attention to detail and ability to maintain confidentiality of information.
• Excellent communication and interpersonal skills with the ability to manage sensitive and confidential situations with tact, professionalism, and diplomacy.
• Ability to read, write, and understand the English language and to follow verbal and written instruction.
• Multi-tasking is a necessity.
• Thorough knowledge of modern office practices and procedures.
• Ability to type with accuracy and speed.
• Ability to maintain a good working relationship with co-workers and to project a positive image to the public.
• Ability to work without supervision.
• Ability to adjust to rapidly changing circumstances and priorities.

Education/Training: High school diploma; AS in Administration a plus

Experience: At least 7+ years of related experience in office administration, bookkeeping, or related field preferred.

Certificates/Licenses: None

Other: Other duties may be assigned to support other departments, personnel or projects.

Salary: $75k

Duties not listed within the position description may be required of the employee at the discretion of the department management. Job functions may vary due to irregular working conditions, locations in multiple time zones or shift positions.