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Administrative Support Specialist

Triple Crown

Administrative Support Specialist

Costa Mesa, CA
Full Time
Paid
  • Responsibilities

    Job Description

    ADMINISTRATIVE SUPPORT SPECIALIST JOB DESCRIPTION

    SUMMARY:

    The primary purpose of the Administrative Support Specialist is to ensure the smooth functioning of the of Costa Mesa Triple Crown office.  A good fit for this role is someone who is proactive and willing to take the initiative to complete unanticipated or ad hoc tasks, as this role is highly dynamic and requires a high level of adaptability to meet the changing needs of the organization.  This role reports directly to the Costa Mesa office Site Manager and works under limited super vision. 

    JOB DUTIES AND RESPONSIBILITIES:

    • Support the Site Manager and team leads administrative needs.  This includes, but is not limited to: managing calendars, booking travel, making meeting and event arrangements and assisting management in providing effective support of all employees, customers, and external contract employees.
    • Ensure proper functionality of the mechanics of the office including, but not limited to: greeting visitors, answering phones, filing, stocking kitchen, ordering supplies, providing verification of employment and background checks, booking employee travel, event planning, managing and communicating production reports, overseeing new hire set-up and orientation for internal hires, office space planning, collecting internal employee timesheets, running reports, providing billing updates.
    • Manage vendor relations with various groups including property management at each work site, electrical, maintenance, telecom, and IT. 
    • Respond to staff inquiries and properly route concerns related to HR and Finance matters, including payroll, benefits, expense reimbursements, commission reports, or other matters.
    • Manage special projects and coordinate project deliverables, as needed.  An example of a special project would be planning the annual Leadership Retreat, for instance.
    • Additional duties and responsibilities, as needed, based on the frequently changing needs and growth that occurs across the company.

    QUALIFICATIONS AND SKILLS:

    • Prior experience as an office or administrative assistant
    • Proficiency in MS Office
    • Associate’s degree preferred 
    • Excellent organizational skills
    • Excellent written and verbal communication skills
    • Able to complete complex administrative tasks with minimal supervision
    • Ability to deal with stress, wear many hats, and prioritize accordingly
    • Adept at managing time and effort across multiple activities
    • Able to execute processes that may not have defined procedures
    • Willing to take the initiative to complete unanticipated or ad hoc tasks
    • Able to prioritize and deliver work according to timeline

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