Office Administrator

Job Overview
This position requires the love of cooperation and being a team player. This position is the glue that holds the office together and keeps Mariposa Gardening orderly so we are able to go out and focus on building habitats to ensure our ecosystem is healthy. Organization and flexibility are key for the Office Administrator as they will be working across departments. This position is full time 30-40 hours per week.

This position reports to the Management team.

Responsibilities

• Intake New Leads
• Check voicemail daily and return missed calls
• Check email, Zoho, and Houzz daily for new leads
• Create dossiers for all new leads and file appropriately
• Gmail
• Monitor email address and file/organize all emails that are received
• Forward messages to necessary employees
• Google Drive Tidiness
• Familiarize yourself with our Google Drive system
• Help keep the Drive organized and assist team members when they are looking for something/ want to know where docs should be placed
• ■ Documents, Pictures, excel sheets, and template.
• ○ Maintain files and ensure they are up to date.
• ○ File updates at year rollover
• ○ Security access on google drive, take away acces from those not on
• the team anymore and also HR confidentiality
• Google Workspace
• Create and remove users when necessary
• ○ Export data from user accounts when necessary
• ○ Assist employees with access to accounts
• Attend meetings
• ○ Ensure meeting invitations/emails are sent out, 10 mins per day
• ○ Ensure Zoom Meetings are set up and passcodes are valid
• ○ Take minutes at meetings
• ■ Ensure action items are assigned
• ■ Schedule Google Calendar events
• ■ Relay information to necessary parties
• ● Work with Management Team (department leads) to process and onboard new employees
• ○ Put out ads for new employment Indeed, craigslist, etc.
• ○ Do phone call screening, filter out candidates based on the requirements of the job
• ○ Set up second phone interviews with department managers
• Schedule working interviews with department managers and candidates
• ○ Email paperwork for working interview: w2, I-9s
• ● Onboarding new employees
• ○ Set up new employee files
• ○ Email employee handbook and go over Field Policy Guide with new hires
• ○ Ensure all employees are up-to-date on trainings, set up sexual harassment training
• ○ Set up employee files in the Drive
• ○ Maintain employee files
• ● Password management
• Keep passwords and contact information correct
• ○ One vault password system
• ● Check mail and file appropriately.
• ● Storage unit access'
• ● Additional tasks may be required

Experience

• Proven experience in office administration or office management roles with a strong background in clerical tasks and organizational duties.
• Supervising experience is preferred to effectively oversee support staff or team members involved in administrative functions.
• Familiarity with QuickBooks or similar accounting software for invoicing, budgeting, and payroll processing is highly desirable.
• Prior experience in event planning, vendor management, and human resources will be advantageous.
• Demonstrated ability to manage schedules efficiently using calendar management tools while maintaining excellent communication skills.
• Experience working in a medical office setting or healthcare environment is a plus but not required.
• Strong multitasking abilities combined with exceptional attention to detail ensure smooth daily operations across all departments. Join us as an Office Administrator to be at the heart of our organization’s success! Bring your energy, organizational prowess, and passion for supporting teams to create an inspiring workplace where everyone can thrive!

Pay: $23.38 - $35.00 per hour

Benefits:

• 401(k)

Work Location: In person