Administrative Operations Specialist
Job Summary:
We are seeking a highly organized and detail-oriented Administrative Operations Specialist to join our dynamic team. This role provides essential support across HR, payroll coordination, office management, and C-suite assistance. The ideal candidate thrives in a fast-paced environment, demonstrates exceptional organizational skills, and excels at managing multiple responsibilities with accuracy and efficiency.
Key Responsibilities:
Human Resources & Onboarding Support:
- Conduct onboarding sessions with new associates to ensure a seamless introduction to the company.
- Send clear and timely termination communications, detailing final paycheck schedules, benefits termination, and equipment return instructions.
- Coordinate with outsourced IT providers to arrange the necessary equipment for new hires and maintain an up-to-date equipment tracking system.
- Issue FedEx labels and oversee the return process for equipment from departing associates.
Payroll Coordination & Administrative Support:
- Collect and track completed timecards and approval forms to facilitate accurate and timely payroll processing.
- Perform data entry into spreadsheets for project-related hours, burn rate updates, and monthly benefits reconciliation records.
- Assist with invoicing by gathering approvals from project managers or executive leadership and sending invoices to clients as needed.
Office Management:
- Act as the main liaison with property management to coordinate office needs, including fire drills and general communications.
- Maintain office supplies, snacks, and amenities to ensure a welcoming and efficient workspace.
- Organize and manage shared HR and finance email inboxes, directing messages to the appropriate teams and maintaining clear communication channels.
Executive Assistance:
- Provide comprehensive support to the CEO and C-suite executives, including:
- Processing and submitting expense reports.
- Booking travel arrangements for executives and their guests.
- Coordinating weekly vehicle detailing.
- Running occasional errands as needed.
Ideal Candidate Qualifications:
- Exceptional attention to detail and organizational skills.
- Proficiency in Excel for basic data entry, reporting, and spreadsheet management.
- Strong written and verbal communication skills to ensure clear and professional interactions.
- Previous experience in administrative, HR, payroll coordination, and/or finance support roles is desired.
- Comfortable working on-site Monday through Friday, 8 AM to 5 PM, with a one-hour lunch break.
- Office is located in Scottsdale, AZ.
This position offers the opportunity to play a pivotal role in ensuring smooth operational workflows across multiple functions while contributing to a positive and professional workplace culture. Career progression to pursue a deeper personal growth path is available within Finance, Human Resources and more.