Department Admin, Technology

The Department Admin, Technology provides administrative, financial, and onboarding support for the Technology Department. This role handles invoice tracking, vendor and contractor onboarding, new-hire setup, meeting coordination, travel, and department events. Working with Technology leadership and teams across the company, the Administrative Coordinator takes initiative on a variety of assignments and supports department projects, so that technical teams and leaders can stay focused on their priorities.

Must be able to work on-site in our Pasadena office Monday – Friday.

Schedule and coordinate technology leadership and departmental meetings, ensuring preparation and execution of meeting materials, communication invites, agendas, presentation materials, catering arrangements (where applicable), distributing agendas and meeting notes, and tracking the action items.

Manage competing priorities and calendar demands, proactively identifying, prioritizing, and following through on needed tasks and ad-hoc projects.

Track invoice statuses, follow up on past-due items, research payments in JDE and Medius, and maintain up-to-date tracking spreadsheets.

Coordinate vendor onboarding by setting up new vendors with Purchasing and Accounts Payable and educating vendors on ACCO’s invoicing and billing guidelines.

Review contractor timesheets and manage invoice-related approvals in accordance with department procedures.

Provide organizational and administrative assistance to department managers during annual budget planning cycles by researching invoices, historical billing, and payment records.

Complete and reconcile expense reports for the leadership team and provide general expense management assistance across the department.

Coordinate new-hire logistics, working closely with internal teams to facilitate the delivery of hardware, devices, and necessary software access for incoming employees and consultants.

Oversee contractor and vendor onboarding processes, ensuring full adherence to department policies, security protocols, and administrative guidelines.

Arrange travel plans and itineraries for the leadership and departmental staff, including booking flights and hotel accommodations, managing conference schedules, and tracking attendance.

Coordinate departmental training sessions, schedule sessions, and track employee participation and completion progress.

Plan, coordinate, organize, and support company and department events, celebrations, holiday gatherings, and team-building activities.

Manage office maintenance by keeping office supply inventories stocked and ensuring essential department equipment (such as printers and copiers) is fully operational.

Perform other tasks and duties as assigned by supervisor and/or upper management.

High School Diploma or equivalent required

Intermediate-plus proficiency in Google Workspace Suite, MS Word and MS PowerPoint and MS Excel.

Two-plus years’ experience in the administrative support position.

Well organized with ability to multitask between several projects delegated by multiple parties.

Demonstrated experience as a team player and able to achieve assigned performance goals.

Ability to handle pressure and hectic pace.

Good written and oral communication skills and strong telephone background.

Ability to work overtime when required

Experience with enterprise systems such as JD Edwards (JDE) and Medius.

Experience supporting an IT or Technology department, including vendor coordination, contractor timesheet administration, and new-hire coordination.

Experience working in a construction industry.

Proactivity / Initiative:Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s…