position title: office and hr administrator

location: salt lake city, utah

position id: 5972

 

 

JOB SUMMARY:

The Office/HR Administrator provides a wide range of administrative activities to assure the smooth flow of daily office operation activities.  The position is also responsible for vendor management and facilities management.  Provides administrative support to the Senior leaders of the company.

 

ESSENTIAL DUTIES and/or RESPONSIBILITIES:

The essential functions of the job include, but are not limited to the following:

• Composes and prepares confidential and sensitive correspondence, reports, and other complex documents.
• Acts as a custodian of corporate documents and records. Organizes and maintains file systems, and files correspondences and other records.
• Acts as liaison between the company and the applicant throughout the entire recruitment and onboarding process assuring all pre hire and onboarding requirements are satisfied.
• Acts as custodian of personnel files; organizes and maintains file system for compliance and confidentiality.
• Responds to inquiries regarding policies, procedures and program.
• Assist leadership in employee relation investigations providing appropriate resolutions.
• Creates, maintains, and updates marketing or corporate related presentations.
• Creates, maintains, and updates pipeline reports.
• Provides miscellaneous business support to senior management.
• Handles incoming and outgoing mail, including US post office and Express Mail Services.
• Maintains office equipment and tracks contract renewal.
• Maintains inventory for office and break room supplies.
• Assists in maintaining inventory for lab space. Places orders, maintains updated records of invoices and contracts, records and files monthly inventory count.
• Assists in bookkeeping, such as itemizing spendings and linking receipts.
• Coordinates with the accounting department for bill processing.
• Serves as office administrator responsible for visitors, building maintenance, and equipment maintenance.
• Arranges programs, events, tradeshows, or conferences by arranging for facilities, technical needs, and caterer. Issues information or invitations, coordinating attendees, and controlling event budget.
• Proactively seeks to support all office personnel and look for ways to improve existing processes and procedures.
• Assists with special projects as determined by manager; performs other related duties as assigned.

 

COMPETENCIES:

• Competencies based on the Hay Grade and Competency Level above.

 

QUALIFICATION REQUIREMENTS: 

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

 

SUPERVISORY RESPONSIBILITES:

This job has no supervisory responsibilities.

 

MINIMUM EDUCATION and/or EXPERIENCE:

Associates Degree in Business and/or Human Resources; At least 4 years office administrative and HR generalist administration experience; and/or an equivalent combination of education and experience.

 

KNOWLEDGE, SKILLS and/or ABILITIES: (Preferred or Required)

Bilingual English Japanese required

Ability to work independently with little supervision

Strong organizational skills

Ability to handle issues which require diplomacy, tact, and confidentiality

Strong communication and interpersonal skills for working with management, employees, and vendors

Ability to maintain a friendly, cooperative, stable demeanor

 

COMPUTER SKILLS:

Computer literacy in Windows environment.  Proficient in word processing, spreadsheets, database, electronic mail, and presentation software.  Knowledge of ADP or SuccessFactors a plus.

CERTIFICATES, LICENSES and/or REGISTRATIONS:  (Preferred or Required)

 

Physical Demands

 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus.

 

Work Environment

 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

 

 

 

The above statements are intended to describe, in broad terms, the general functions and responsibility levels and characteristics of positions assigned to this classification. They should not be viewed as an all-inclusive list of duties and responsibilities. Management has the right to change duties at any time to meet business needs.