Office Administrator
21 days ago
Austin
This is with a growing semiconductor company from Japan working fully onsite. They have several other offices in the US, and this is a newly created role for their new office in Austin, TX. Base Salary: $50,000-$65,000 (non-exempt; eligible for overtime pay) Essential Job Functions Office Administration • Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc., • Take minutes for meetings and hearings., • Ensure operations of office equipment by completing maintenance and calling of repairs, • Organize and compile company records and documentation., • Schedule meetings, organize calendars, and record meeting minutes., • Prepare well packed shipments and maintain all shipping materials, such as boxes, cushions, bubble wrap, shipping tape, etc. Receive and distribute packages accordingly., • Support travel arrangements (domestics and international) including hotel, flights, rental car, etc., • Studies and implements management policies and procedures in order to improve the effectiveness and efficiency of workflow and reporting procedures., • Manages and renews contracts with corporate service agencies, such as insurances, benefits, vehicles, office leases, etc., • Prepares and files statements and reports for government and insurance agencies as required., • Identifies administrative needs and develops appropriate solutions or recommendations., • Coordinates activities of various departments or employees within the Company., • Interprets and applies laws, rules, and regulations applicable to the organization., • Handles employees’ inquiries and refers matters to the appropriate party and follow up as necessary., • Answer general inquiries from customers, vendors, or other colleagues., • Handle sensitive information in a confidential manner., • Assist Field Service Engineers for scheduling meetings and reporting., • Perform other related duties and responsibilities, as assigned. Inventory, Parts and Asset Management • Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity., • Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company., • Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier., • Adapt and use internal and customer portal sites for purchase orders and reporting., • Prepares requisitions, purchase orders and other forms as directed., • Communicates with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters., • Interfaces with the sales and service team to coordinate purchasing management., • Interfaces with the sales and service team to coordinate proper inventory management., • Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department., • Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery schedule) and HQ in Japan (i.e. in providing delivery schedule to Japan)., • Organize information in a variety of formats (Excel charts, diagrams, email, etc.) in a timely manner, • Creates and arranges periodical (i.e. annual) cost reduction negotiation with suppliers, • Coordinate and keep records for registering and disposing assets, inventory, parts., • Assists and performs other projects as assigned by management. Minimal Required Essential Job Skills Accuracy, Attention to Detail, Basic Math Skills, Communications (Oral & Written), Dependability/Reliability, Initiative/Follow Through, Listening & Understanding, Diplomacy, Confidentiality, Multitasking, Office Management, Planning & Organizing, Supervisory, Team Worker. Qualifications Work Experience • Between one or two years of previous work experience in a similar position. Tools & Equipment • General office equipment including phones, personal computer, email, fax, copier, etc., • Software includes the use of Windows operating system & MS Office.
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