Office Administrator

Quanta Manufacturing Fremont; Fremont (CA); On-site; USD 45,000 - 65,000; Full time

Job summary

Quanta Manufacturing Fremont is seeking an organized and self-motivated Office Administrator to provide comprehensive administrative support to personnel. The role involves clerical duties, inventory management, conference room coordination, and supervising custodians to ensure a clean, efficient workspace.

Candidates should be detail-oriented with excellent written and verbal communication skills, and be comfortable working closely with staff and managers to maintain smooth office operations

Qualifications

• Detail-oriented and organized with strong written and verbal communication skills.
• Able to manage appointments, meetings, and maintain conference room schedules.
• Capable of handling clerical duties, data entry, records keeping, and vendor/customer interactions.

Responsibilities

• Coordinate and manage appointments, meetings, and conference room scheduling.
• Direct office activities to maintain efficiency and compliance with policies.
• Maintain inventory and replenish office supplies and equipment as needed.
• Support Accounts Receivable and Payables processes.
• Assist HR with onboarding and new hire paperwork.
• Input and maintain data in digital and physical records with accuracy.

Skills

Verbal communication

Written communication

Time management

MS Office

Data entry

Confidentiality

Clerical tasks

Self-motivation

Education

High School diploma or equivalent

Associates degree preferred

Tools

Microsoft Office

Job description

Our company is looking for an organized and self-motivated office administrator who will be responsible

for providing administrative support to our personnel. The office administrator’s role will include

working closely with our employees handling clerical duties, replenishments, conference room

arrangements, and supervising custodians to ensure cleanliness.

In order to be successful in this position you should be detail-oriented, professional and have excellent

written and verbal communication skills.

Duties/Responsibilities:

• Coordinating and managing appointments, meetings, and conference room schedule to prevent
• Directs office activities and functions to maintain efficiency and compliance with company policies and procedures.
• Maintain inventory and replenish office supplies, equipment, and furniture as needed
• Work closely with staff and managers to maintain office operations
• Supports Accounts Receivables and Payables
• Learn, follow, and improve existing processes and procedures
• Interact with multiple levels employees, vendors and partners
• Serve as a key point of contact for customers, vendors, and staff. Handle phone calls, manage emails, and address in-person inquiries.
• Oversee office maintenance and repair tasks, such as managing office equipment, coordinating cleaning services, and reporting maintenance issues to facilities management.
• Provide comprehensive administrative support, maintaining accurate records and efficient correspondence handling.
• Accurately input and maintain data in digital and physical records, databases, and spreadsheets, ensuring data integrity and confidentiality.
• Confirm and process purchase requests, providing order confirmations with ETA, confirming receipt and closing orders
• Assist HR with onboarding process
• Performs other related duties as needed

Required Skills/Abilities:

• Strong verbal and written communication skills
• Multi-tasking and time-management skills, with the ability to prioritize tasks.
• Knowledgeable in Microsoft Office applications, primarily Word, Excel, and Powerpoint
• Positive and professional work attitude
• Detail-oriented
• Perform general office administration and clerical tasks
• Thorough understanding of confidentiality
• Self-motivate, competent in prioritizing and working with little supervision

Education and Experience

• High School diploma or equivalent required; Associates degree in office administration or related field preferred

Physical Requirements:

• Prolonged periods sitting at desk and working on a computer
• Must be able to lift thirty pounds at a time