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Prosum · 1 day ago

Office Administrator

Austin, Texas Metropolitan Area

Full-time

Onsite

New Grad, Entry Level

$60K/yr - $65K/yr

Prosum is a company that manages a variety of office administration functions for Lasertec U.S.A., Inc. The Office Administrator role involves coordinating HR support, day-to-day office management, and shipping/receiving tasks, while ensuring efficient workflow and effective communication across departments.

Business Information SystemsConsultingInformation Technology

Diversity & Inclusion

Responsibilities

Provide general office support including mail distribution, answering telephones, filing, catering, ordering supplies, etc

Take minutes for meetings and hearings

Ensure operations of office equipment by completing maintenance and calling of repairs

Organize and compile company records and documentation

Schedule meetings, organize calendars, and record meeting minutes

Prepare well packed shipments and maintain all shipping materials, such as boxes, cushions, bubble wrap, shipping tape, etc. Receive and distribute packages accordingly

Support travel arrangements (domestics and international) including hotel, flights, rental car, etc

Studies and implements management policies and procedures in order to improve the effectiveness and efficiency of workflow and reporting procedures

Manages and renews contracts with corporate service agencies, such as insurances, benefits, vehicles, office leases, etc

Prepares and files statements and reports for government and insurance agencies as required

Identifies administrative needs and develops appropriate solutions or recommendations

Coordinates activities of various departments or employees within the Company

Interprets and applies laws, rules, and regulations applicable to the organization

Handles employees’ inquiries and refers matters to the appropriate party and follow up as necessary

Answer general inquiries from customers, vendors, or other colleagues

Handle sensitive information in a confidential manner

Assist Field Service Engineers for scheduling meetings and reporting

Perform other related duties and responsibilities, as assigned

Searches and maintains inventory records to determine if parts and/or products on hand is in sufficient quantity

Assures that the ordered parts and/or products are delivered on schedule, at the negotiated price, and meets the quality standards of the company

Coordinates appropriate methods needed to distribute parts and/or products in a cost-effective manner to and from the supplier

Adapt and use internal and customer portal sites for purchase orders and reporting

Prepares requisitions, purchase orders and other forms as directed

Communicates with the accounting team to assure the timely processing of inventory payables and other inventory accounting related matters

Interfaces with the sales and service team to coordinate purchasing management

Interfaces with the sales and service team to coordinate proper inventory management

Confirms items, prices and freight costs of purchasing shipments to verify information against bills of lading, invoices, orders, or other records; forwards invoices to the accounting department

Communicates in a professional manner with supplier(s) (i.e. MRF in providing RFQ, negotiating pricing, delivery schedule) and Lasertec headquarters in Japan (i.e. in providing delivery schedule to Japan)

Qualification

Office ManagementInventory ManagementHR SupportContract ManagementCommunication Skills

Required