U.S. Storage Centers

Office Administrator

US-CA-Irvine
1 week ago
ID
2017-1284
Irvine
92612
Category
Administrative/Clerical
Type
Regular Full-Time
FLSA Status
Non-Exempt

Overview

Job Title:                   Office Administrator
Reports To:                HR Compliance Specialist with dotted reporting line to the Director of                                        HR & Compliance              
Direct Reports:          None      

Department:              HR – Office Administration

Location:                    Irvine, CA

FLSA Status:              Non-Exempt (Hourly)

Position Status:         Permanent and Full-Time (40 Hours Per week)

Work Schedule:         8:00AM-5:00PM Monday-Friday (1 hour daily lunch)

Base Salary Range:   Commensurate with Experience

Travel:                       Up to 5% of the time within Irvine city limits

 

About US Storage Centers

Westport Properties manages US Storage Centers (“USSC”) which is a top 10 Self-Storage Management company in the country with over 120 properties and operating in multi-states under management with over 20 million rentable square feet.  Founded in 1985, we have built a premier management platform in the industry. Since its inception, USSC has helped thousands of its customers organize their lives by delivering convenient and affordable self-storage solutions.

 

Summary Role: Office Administrator

Westport Properties continues to grow rapidly and we are seeking an Office Administrator with a strong background in office administration and has proficient knowledge in administrative support role. The qualified candidate will also have a proven successful track record in an administrative support role handling the day-to-day Office Administration functions. This role will also handle Front Desk Receptionist duties and responsibilities while maintaining excellent communication and reporting relationships with multiple departments, field management, and Company Personnel at all levels. A proactive self-starter with a positive, can-do attitude is a must in order to embrace the Collaborative Team Culture environment.  This position requires excellent organizational skills to assist the HR Department and Company propel with upward momentum of growth and expansion on a national, multi-state level.

 

Key Essential Functions & Areas of Responsibilities:

  • Provide excellent Receptionist Concierge services (answering phone, greeting visitors, routing calls/visitors to appropriate Company contact, parking validations, etc.)
  • Perform administrative general office duties in a responsible and confidential nature, executing, with minimal direction, secretarial support at the highest level
  • Manage Multiple Conference Room calendars
  • Ability to independently compose memos, letters and other correspondence, as needed
  • Create and maintain a stock level of office and kitchen supplies as needed
  • Order business cards, new location address stamps, first aid kits and labor posters
  • Manage and track office supplies order inventory tracking list for the Home Office Teams
  • Be the point of contact for service requests and vendor management for Home Office Teams
  • Continuously updating and maintaining the Company’s internal and external (i.e. vendor) contact lists
  • Create and send out FEDEx/US Postal shipping labels for Home Office and Field Operations
  • Make runs to the Post Office and/or FedEX as necessary
  • Maintains and provides a weekly company-wide email communication of all the upcoming events and need to know information as well as maintaining the communication posted on the HR bulletin board
  • Work closely with the HR Department to provide event planning support to upcoming company events (quarterly Birthday Celebrations, staff celebrations, mid-year Company picnic, year-end Holiday events)
  • Handle various administrative projects (i.e. accounting tasks) as assigned while working independently with minimal supervision
  • Regular worksite attendance in accordance with Company’s Attendance Policy is required for this position
  • Other Duties As Assigned
    • Periodic special projects and duties may be assigned based on Company need and requirements
    • Must be able to perform a variety of duties, often changing from one task to another, with frequent interruptions or distractions and within tight deadlines

Qualifications Required:

  • Minimum 2+ years of progressive in clerical, administrative role
  • Minimum 1+ years of proficient knowledge of Office Administration
  • Proficient in Microsoft Office Suite - Word, Excel, Adobe and Outlook with advanced skills in Excel highly preferred
  • Relevant Experience in event planning, creating Event Signage and/or Event Invitations
  • Ability to understand and convey Company Policies and relevant industry standards
  • Ability to handle all Company matters with confidentiality, efficiency, and timely
  • Ability to effectively communicate while exercising diplomacy, sound judgment and tact
  • Ability to deal effectively with co-workers, department supervisors and managers, insurance brokers, insurance company representatives, attorneys, and other consultants and/or vendors
  • Ability to work flexible hours depending on various departmental project deadlines and/or Company events and sponsored programs (including a few late evenings and weekend events)

Core Competencies:

  • General office and telephone skills are required
  • Basic Computer Skills are required
  • Good written and verbal communication skills
  • Good organizational skills
  • Proactive, self-starter, goal oriented and ability to work independently
  • Maintain a positive attitude and composure in a Functional Support role
  • Collaborative Team Player
  • Ability and willingness to work remotely as necessary (if necessary for role)
  • Must maintain and hold a valid State Driver’s License (if driving for Company business for the role)
  • Uphold Company’s Vision, Mission Statement and Core Values

Education

  • Some college required
  • Preferred Bachelor’s degree in Business Administration with a concentration in Office Administration or equivalent from an accredited college or university
  • Notary license/certification preferred
  • Relevant years of work experience and/or a notary license/certification may substitute for the degree requirement

 

Physical Demands

  • Stationary Position: frequently remains stationary up to 90% of the time and sitting up to 8 hours in a day
  • Move/Traverse: infrequently bend, stand, stoop and/or walk
  • Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 10 pounds
  • Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis with employees, coworkers, and all personnel matters; must be able to exchange accurate information in these situations
  • Sight: frequent use of sight to detect images on computer, office documents, and office objects near and far

 

Work Environment

  • Regular professional, office business setting
  • Noise level ranges from low to moderate (if in office setting)
  • Noise level ranges from moderate to high (if on construction worksite)

 

Benefits for Full-Time Employees

  • Paid Vacation Time
  • Paid Sick Time
  • Paid Holidays
  • 401(k) Eligibility
  • Health Benefits: Medical, Dental, Vision
  • Life Insurance Benefits
  • Supplemental (Flexible Spending Accounts, Disability, Cancer/Critical Care, Hospitalization, Accident)
  • Recognition of Hard Work and Exemplary Performance
  • Clean, Air Conditioned, Friendly Working Environment 
  • Discretionary Bonus Based on Several Factors

 

About Us 

Westport Properties, Inc. is a parent company of US Storage Centers (USSC) which provides at-will, equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, marital status, disability or genetics. Furthermore, Westport Properties, Inc. expressly prohibits any form of workplace harassment and discrimination based on race, color, religion, gender, sexual orientation, marital status, gender identity or expression, national origin, age, genetic information, disability, or veteran status in compliance with federal, state and applicable local laws governing employment and labor law in every location in which the company conducts business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

 

Disclaimer

All Job Candidates must pass a post-offer, pre-hire background screening which includes a multi-state criminal check and DMV Records in accordance with federal protected FCRA/FACTA Requirements for Investigative Consumer Reports, CA ICRA and other state mandated requirements for employment purposes. Furthermore, this job description is subject to change at any time. Nothing in this job description is meant to guarantee employment status and/or position. This job description neither restricts nor prevents management’s right to assign and/or reassign duties and responsibilities to this job at any time of the essential functions. It does not proscribe or restrict the tasks that may be subsequently assigned.

 

Essential Job Function for Reasonable Work Accommodation

According to the American’s with Disabilities Act (ADA), Equal Employment Opportunity Commission (EEOC) and the California Fair Employment and Housing Act (FEHA), employees must be able to perform the essential job functions with or without a reasonable accommodation. The Company will provide reasonable work accommodations to allow the employee to perform their essential job functions and duties as detailed above.

 

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