Office Administrator

ALS USA Inc; Reno (NV); On-site; USD 40,000 - 55,000; Full time

Job summary

ALS USA Inc in Reno, NV seeks an Office Administrator to manage administrative functions in a production office, greet clients, answer inquiries, and uphold ALS Health and Safety standards. The role involves front desk coverage, mail handling, invoicing, data entry, and basic HR-related tasks.

The ideal candidate has 1 year of office experience, strong English communication, and proficiency with Microsoft Office.

Qualifications

• 1 year of office or reception experience
• Office administration certificate or diploma preferred
• HR/benefits background is a plus
• Chemistry/Geology background is a plus

Responsibilities

• Greet internal and external customers and direct them to the proper person
• Maintain front desk coverage and ensure it is not left unattended
• Conduct safety orientation for visitors
• Operate a multi-line phone system and route calls
• Process invoices and code them
• Receive client samples and issue work orders
• Verify and correct data; purge files to prevent duplication
• Handle mail and deliveries; prepare items for pickup
• Assist with orientation packets and copies
• Coordinate posting and postage
• Maintain office supplies and breakroom stocked
• Follow SOPs for purchasing and postage management
• Support employee testing and training records and orientations
• Set up and deactivate security access and alarm codes
• Observe safety regulations and ALS health policies

Skills

Customer service

Phone etiquette

English proficiency

MS Office

Education

Office administration certificate/diploma

Tools

Microsoft Office

Job description

At ALS, we encourage you to dream big. When you join us, you’ll be part of a global team harnessing the power of scientific testing and data-driven insights to build a healthier future.

About the Position

The Office Administrator is responsible for the administrative functions for a production office environment, along with responding to client inquiries. This position will work in a safe manner in accordance with the ALS Health and Safety Program.

Specific Responsibilities

• Greet all internal and external customers courteously, determines their needs, and direct them to the proper person
• Responsible for front desk coverage, ensures front desk in not left unattended for extended periods of time
• Conduct safety orientation with visitors
• Operate a multi-line phone system, direct calls and take messages when necessary
• Process invoices, sort and code invoices
• Receive client samples and issue work order as needed
• Verify, correct, delete, re-enter data and purge files to eliminate data duplication
• Process a variety of paperwork
• Assist in making copies of orientation packets
• Sort and log all outgoing mail, and have them ready for pick-up
• Receive, sort, log and distribute all incoming mail, courier/messenger services, and walk in deliveries in a timely manner
• Notify the appropriate employee when mail or packages arrive so they can be picked up and/or delivered in a timely manner
• Ensure that the copy machines and cabinets are stocked with paper
• Stock office breakroom and assist with upkeep as needed
• Follow SOP for purchasing, creates and maintains
• Order office supplies
• Complete postage meter updates and maintain postage funds
• Maintain a positive work environment through active team participation and a focus on quality customer service
• Schedule employee testing and training as needed
• Conduct new hire employee orientation
• Monitors and audits employee testing and training records to ensure recertification before expiration;
• Responsible for employee bus program
• Set up and deactivation of security alarm codes and door access cards
• Observe established safety regulations and comply with all ALS health and safety policies and procedures
• Other duties as assigned.

Required Knowledge, Skills & Abilities

• Strong customer service focus, interpersonal and organizational abilities
• Pleasant and professional telephone manner
• Excellent English communication skills both written and verbal
• Excellent computer skills including Microsoft Word/Excel/PowerPoint/Outlook.

Required Qualifications

• Minimum of 1 years office related experience or reception experience
• Completion of an office administration certificate or diploma preferred
• Some HR and benefits background would be an asset
• Background in Chemistry and/or Geology would be an asset.

Physical Demands

Ability to sit at a desk and do general office work, which includes periodic sedentary responsibilities. Reaching by extending hand(s) or arm(s) in any direction. Ability to sit at a desk and do general office work, which includes periodic sedentary responsibilities. Finger dexterity required to manipulate objects with fingers. Example, using a keyboard.

Working at ALS

The ALS team is a diverse and dedicated community united by our passion to make a difference in the world. Our values are important to us, and shape how we work, how we treat each other and how we recognise excellence. At ALS, you’ll be supported to develop new skills and reach your full potential. We invest in our people with programs and opportunities that help you build a diverse career with us. We want everyone to have a safe, flexible and rewarding career that makes a positive impact on our people, the planet and our communities. Everyone Matters ALS is proud to be an equal opportunity employer and is committed to fostering an inclusive work environment where the strengths and perspectives of each employee are both recognised and valued. Qualified candidates will be considered without regard to race, colour, religion, national origin, military or veteran status, gender, age, disabilities, sexual orientation, gender identity, pregnancy and pregnancy-related conditions, genetic information and any other characteristics protected by the law. We invite resumes from all interested parties, including women, members of minority groups, and persons living with disabilities. ALS also welcomes applications from people with all levels of ability. Reasonable adjustments to support candidates throughout the recruitment process are available upon request.

Eligibility

To be eligible to work at ALS you must be a Citizen or Permanent Resident of the country you are applying for, or either hold or be able to obtain, a valid working visa.