Tech Department Admin & Operations Coordinator

ACCO Engineered Systems, Inc.

Pasadena (CA)

Sur place

USD 32 000 - 41 000

Plein temps

Il y a 4 jours

Soyez parmi les premiers à postuler

Une candidature complète en une minute

Un CV et une lettre de motivation personnalisés, prêts à envoyer.

Passez les filtres ATS

Résumé du poste

ACCO Engineered Systems, Inc. in Pasadena is seeking an Administrative Coordinator to support the Technology Department with invoicing, onboarding, calendar management, travel coordination, and event planning.

The role emphasizes proactive administration to enable technology leaders to stay focused on priorities. The position is on-site, Monday–Friday, with responsibilities including vendor onboarding, expense reconciliation, budgeting support, and coordinating IT hardware access for new hires

Qualifications

High School Diploma or equivalent required.
Intermediate-plus proficiency in Google Workspace Suite, MS Word, PowerPoint and Excel.
Two-plus years’ experience in administrative support.
Well organized with multitasking across several projects delegated by multiple parties.
Demonstrated experience as a team player and able to achieve assigned performance goals.
Ability to work overtime when required.

Responsabilités

Schedule and coordinate technology leadership and departmental meetings, ensuring preparation and execution of meeting materials, communication invites, agendas, presentation materials, catering arrangements (where applicable), distributing agendas and meeting notes, and tracking the action items.
Track invoice statuses, follow up on past-due items, research payments in JDE and Medius, and maintain up-to-date tracking spreadsheets.
Coordinate vendor onboarding by setting up new vendors with Purchasing and Accounts Payable and educating vendors on ACCO’s invoicing and billing guidelines.
Review contractor timesheets and manage invoice-related approvals in accordance with department procedures.
Provide organizational and administrative assistance to department managers during annual budget planning cycles by researching invoices, historical billing, and payment records.
Complete and reconcile expense reports for the leadership team and provide general expense management assistance across the department.
Coordinate new-hire logistics, working closely with internal teams to facilitate the delivery of hardware, devices, and necessary software access for incoming employees and consultants.
Oversee contractor and vendor onboarding processes, ensuring full adherence to department policies, security protocols, and administrative guidelines.
Arrange travel plans and itineraries for the leadership and departmental staff, including booking flights and hotel accommodations, managing conference schedules, and tracking attendance.
Coordinate departmental training sessions, schedule sessions, and track employee participation and completion progress.
Plan, coordinate, organize, and support company and department events, celebrations, holiday gatherings, and team-building activities.
Manage office maintenance by keeping office supply inventories stocked and ensuring essential department equipment (such as printers and copiers) is fully operational.
Perform other tasks and duties as assigned by supervisor and/or upper management.