Office & Operations Administrator at Oceania International Office & Operations Administrator at Oceania International in Guasti, California Posted in about 19 hours ago.

Type:

full-time Office & Administrative Support

• Serve as a first point of contact for routine employee administrative questions and assist with badge/building access, forms, and routing requests to the appropriate person.
• Coordinate new-hire workstation preparation, including desk, supplies, equipment coordination, and access setup.
• Receive and distribute company mail, assist visitors, and prepare basic forms, signs, notices, labels, scanning/copying, and other internal documents.
• Assist with office moves, workstation changes, and furniture/equipment setup as needed.
• Maintain basic records for company-issued assets such as laptops, phones, badges, keys, and other assigned property. Facilities, Safety & Compliance Support
• Monitor office condition, common areas, cleaning services, kitchen/breakroom supplies, and general office supply levels; coordinate and follow up on facility issues.
• Coordinate with routine vendors and service providers, including HVAC, cleaning, security/alarm, repairs, office services, and property management, and follow assigned matters through completion.
• Perform and document assigned monthly warehouse safety checks, including eyewash stations, fire extinguishers, safety signage, and other checklist items; maintain inspection records.
• Support training and safety administration by maintaining completion records, collecting certificates/sign-in sheets, tracking assigned due dates, and flagging missing documentation.
• Assist with workplace incident documentation by collecting required forms and information and routing them to management/HR.
• Request, organize, and track Certificates of Insurance (COIs) for applicable vendors and contractors and flag missing or expired documents. Purchasing & Finance Administrative Support
• Purchase approved office, warehouse, safety, event, furniture, and other business supplies; obtain quotes when requested and maintain receipts and supporting documentation for company-card purchases.
• Organize invoices and supporting documents and route them to accounting as needed. All purchases and vendor commitments must follow company approval policies. Timekeeping & Employee Administrative Support
• Review company-wide hourly employee timecards for missing punches, incomplete entries, unusual hours, or discrepancies; follow up for corrections and prepare records for management's final approval. Events, Travel & Company Coordination
• Coordinate team lunches, company meetings, employee events, birthdays, holiday activities, recognition, gifts, and approved business travel arrangements.
• Track event-related expenses and coordinate activities within approved budgets.
• Maintain a master administrative calendar for company events, safety checks, training due dates, COI expirations, and other recurring administrative activities, and send routine company-wide reminders as needed. Process & Operations Support
• Help create, update, and maintain administrative and operational SOPs, trackers, and checklists.
• Take ownership of assigned routine administrative and operational tasks, follow through to completion, and proactively communicate delays or matters requiring management decisions.
• Perform other administrative and operational projects as assigned by management. Saturday Warehouse Administrative Support
• Work a regular 6-hour Saturday shift to open the warehouse, confirm scheduled employees, print shipping labels and assist with required shipping paperwork, remain onsite during scheduled work, and coordinate with designated warehouse personnel to confirm all employees have exited and the facility is properly secured at closing.