Executive​/Administrative Assistant

Administrator – Office

Location:

Foothill Ranch, CA (Zip 92610). Duration: 12 months. Pay: $36/hour.

Start Date:

Immediate.

We provide a competitive pay and benefits package. Benefits may include health insurance, dental, vision, life insurance, 401(k), education assistance, paid time off, holidays, and any other leave required by law.

Job Description: The Office Administrator organizes, coordinates and implements office processes and procedures to ensure organizational effectiveness and efficiency. The role supports print device and mail services, office and supply inventory management, conference room/AV support and general office administration. The candidate should be an energetic professional who can wear multiple hats, has experience handling a wide range of administrative and executive support tasks, and can work independently.

The role requires being well organized, flexible, and comfortable with diverse employees.

• Deliver paper for all office equipment
• First responder for print device issues and escalation to tech services if needed
• Ensure proper maintenance and usage of all equipment and supplies

• Process all outgoing pre‑stamped personal USPS and business Fed Ex packages
• Verify, sign, deliver and record all incoming/outgoing Accountable Mail
• Sort and deliver incoming Fed Ex, DHL, UPS, Staples packages and all U.S. Postal Service mail
• Handle "rush" pick‑up/delivery requests
• Maintain and provide specialized mailing forms (Express, Registered, Certified, Insured)
• Daily interaction and updates with vendors to ensure procedures and work standards are maintained

• Coordinate audio‑visual equipment and prepare facility for meetings (Skype, Web Ex, teleconference, VTC)
• Prepare coffee and snacks as needed

• Establish and maintain par levels for all required basic office supplies, including water and coffee
• Manage, maintain, clean and organize supply stops and storage areas, including refill of coffee and water machines
• Responsible for acquisition of conference room supplies (snacks, pens, notepads, flip‑chart)

• Assist with special projects (e.g., employee desk moves)
• Create and maintain office phone list and desk assignments
• Track 'Customer' personnel moves
• Prepare business correspondence, agendas and presentations using Microsoft Office
• Schedule, coordinate and cater ordering for meetings, events and similar activities

• Identify, evaluate, research and recommend solutions to office services related issues
• Coordinate between departments and units to resolve day‑to‑day administrative issues
• Assist with administrative management, directory maintenance, logistics, equipment and storage
• Actively participate in Emergency Fire Warden Safety program for campus locations
• Base location is Front Desk as receptionist

• Bachelor's degree from an accredited institution
• 3‑5 years of administrative experience
• Exceptional customer service skills
• Excellent interpersonal and communication skills (written and verbal)
• Ability to handle multiple tasks, projects with competing priorities and tight deadlines
• Strong organizational skills and attention to detail
• Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude
• Must be a team player
• Proficient in Microsoft Office (Word, PowerPoint, Excel)
• Tech savvy
• Must be able to lift 50 pounds

Belcan is an equal‑opportunity employer. Your application and candidacy will not be considered based on race, colour, sex, religion, creed, sexual orientation, gender identity, national origin, disability, genetic information, pregnancy, veteran status or any other characteristic protected by federal, state or local laws.