Office Manager/HR Coordinator (Temporary 2-3 Months)
The Melita Group (HR Team) - Santa Clara, CA

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We are currently looking for an Office Manager/HR Coordinator to fill the below opportunity for one of our clients located in Santa Clara.

This position will provide high-level confidential administrative and HR support to a fast-paced start-up and will work closely with employees at all levels, including sales, engineering, finance, HR and senior staff. Given the client's commitment to delivering superior service, and the importance of delivering on that commitment, this is a critical position to the success of the organization.

Key responsibilities of the position include, but are not limited to:

Serve as the key point of contact for clients, vendors, and employees related to corporate administration.

Liaison with building management, IT and other vendors.

Provide Human Resources Administrative support.

Manage special projects.

Maintain confidentiality of all corporate, personnel and research matters.

Provide administrative support to senior management as necessary.

General Administration/Reception

Answers, screens, and directs calls in a courteous and professional manner; takes messages and/or forwards telephone calls to appropriate employee.

Meets and greets all visitors in a courteous and professional manner; determines their needs and directs them to the appropriate employee/locations.

Coordinates CEO’s calendar and schedules appointments, ensuring all parties are informed of and kept abreast of schedule awareness.

Coordinate executive, customer, board level meetings and assist with the coordination and planning of conferences and local user group events.

Coordinates travel arrangements; completes expense reports and processes invoices; ensures that correct account codes are used and required signatures obtained.

Conducts research; compiles and assist sales and marketing groups with data entry.

Coordinates meetings including but not limited to preparing and distributing agendas and other meeting materials.

Assists with general clerical/administrative duties as needed including but not limited to answering phones, filing, preparing correspondence, faxing, copying, and mailing.

Prepares reports and correspondence as needed.

Insure that office machines used by executive team such faxes, copier, etc are operational, in good working order, and fully stocked with required supplies.

HR Administration

Maintain all Human Resources files, postings and records,

Work closely with hiring managers, recruiters and candidates to ensure that open positions are posted, interviews are scheduled and information is available to appropriate parties.

Facilities Administration

Act as liaison with building management for all facility related issues.

Order and maintain office and kitchen supplies.

Coordinate special events.

Required Skills

Must be technologically savvy, with knowledge of Google docs and calendar, Microsoft Office Suite, HRIS systems and Internet research techniques and common office equipment (printers, scanners, fax machines).

Highly developed planning, organization and communication skills. Able to anticipate change, and adjust responses accordingly.

Excellent writing, editing and oral communication skills.

Ability to perform well under pressure.

A desire and willingness to work in an unstructured environment with changing priorities.

Outstanding time management skills.

Required Experience

Minimum of 5 years experience in and administrative support position, with at least 3 years in an Office Manger function, including HR coordination.

Bachelor’s degree preferred, but not required.