Administration & HR Coordinator

Exciting Opportunity at California Nanotechnologies!

Are you the go-to person everyone relies on to keep things running smoothly? If you're a proactive problem-solver with a passion for organization and a knack for supporting teams, we’re looking for someone like you to be the backbone of our office.

About Us: California Nanotechnologies is a cutting-edge small company collaborating with universities, national labs, aerospace companies, and industry leaders in advanced materials research and production. As we continue to grow, we seek dedicated team members to contribute to our innovative projects.

Role Overview: As Administration & HR Coordinator, you will be helping with the day-to-day operations of our office. This full-time, hourly position will provide support across various functions, including assisting with HR-related tasks, event planning, basic accounting, and travel coordination. The ideal candidate will be a proactive team player with strong organizational and communication skills, ready to contribute to the smooth running of our office environment.

Key Responsibilities:

1. Office Management:

· Manage front-desk duties, including greeting visitors, answering phones, and handling incoming/outgoing mail

· Act as a point of contact for office-related inquiries and issues

· Prepare shipping labels, bills of lading, and other related documents as well as maintaining organized records of shipping/receiving activities

· Track incoming/outgoing shipments and communicate delivery schedules and shipment status

· Help manage day-to-day office operations by ensuring the office environment is clean, organized, and well-functioning. Functions including organizing office supplies and maintaining office equipment

· Liaise with vendors and service providers for office maintenance and services

2. Basic Accounting Support:

· Process invoices, expense reports, and purchase orders

· Assist with accounts payable and receivable tracking

· Maintaining accurate records of financial transactions

· Support monthly reporting and work closely with accounting/bookkeeping staff

· Help prepare documentation for audits or financial reviews

3. Human Resources:

· Assist with the onboarding and offboarding process, including preparing documentation, scheduling orientations, and collecting equipment

· Maintain and update employee records, both digitally and in physical files

· Support recruitment efforts by posting job ads, screening resumes, and scheduling interviews

· Help coordinate training sessions and track employee development activities.

· Assist in administering employee benefits, time-off tracking, and HR compliance tasks

· Act as a point of contact for employee inquiries related to HR policies and procedures

4. Event Planning & Coordination:

· Assist with the planning and execution of company events, meetings, and team-building activities

· Help track event budgets and assist in managing event expenses

· Assist in booking travel for employees, including arranging flights, hotel accommodations, transportation, and expense reporting

• Administrative Support:

· Provide general administrative support, including scheduling meetings and managing calendars

· Assist in preparing reports, presentations, and other business documents

· Handle office communications such as emails, phone calls, and internal memos

· Take on special projects related to office improvements, team culture, or process optimization

· Misc office related job functions not explicitly covered under the job responsibilities

Qualifications:

• High school diploma or equivalent required; some college or relevant coursework is a plus
• 1-2 years of experience in an office or administrative support role
• Strong organizational skills with attention to detail
• Excellent verbal and written communication skills
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and Google Workspace
• Ability to manage multiple tasks and prioritize effectively in a fast-paced environment
• Friendly, positive attitude with a strong work ethic
• Experience with HR software or travel booking systems is a plus

Job Type: Full-time

Pay: $23.00 - $27.50 per hour

Expected hours: 40 per week

Benefits:

• 401(k) matching
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Santa Ana, CA 92705 (Required)

Ability to Relocate:

• Santa Ana, CA 92705: Relocate before starting work (Required)

Work Location: In person