Office Administrator

*This is a Part Time Position**

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Greet and direct visitors to the appropriate person and office.
• Support company leadership and administrative department activities for staff.
• Handle basic office tasks, such as filing, delivering mail, answering emails and phone calls, and data entry. 
• Coordinate schedules and manage calendars for multiple parties to ensure activities are properly arranged with no conflicts. 
• Make arrangements and prepare documents, presentation materials and facilitate meetings. 
• Enter and update company, employee, and client records. Ensure records and reports are up-to-date. 
• Order, store, and distribute office supplies.
• Maintain, repair, or replace office/facility equipment. 
• Direct, review, and optimize office operations to increase accuracy, productivity, and efficiency to reduce costs. 
• Submit timely reports and prepare presentation/proposals as assigned. 
• Assist colleagues whenever necessary. Collaborates with other functional teams on administrative tasks.
• Conducts and documents routine detailed facility inspections and identifies issues for proactive work orders.
• Other responsibilities as assigned.

Mobility - Essential Duties and Responsibilities 

• Provide guidance and support to employees and managers regarding mobility policies, processes, and requirements. 
• Manage and coordinate the end-to-end process of mobility assignments, including relocation, translation, and housing support. Maintain accurate and confidential employee records related to mobility assignments. 
• Develop and maintain relationships with external vendors, such as relocation providers, leasing offices, landlords, and property managers. 
• Conduct briefings and trainings for employees and managers on global mobility policies, processes, and cultural considerations. 
• Support employees during relocation process, providing assistance with housing ,and other relocation-related matters. 
• Maintaining general office files, including job files, vendor files, and other files related to the company’s operations.
• Handle Company rental property furnishing details such as being onsite for pre-occupancy deliveries, setup of household goods, bedding, supplies.
• Travel between the Corporate and Construction Site offices, and Company rental properties ranging in distance within approximately a 15 minutes / 10-mile radius.
• Make Regular / periodic rental property site visits as needed to monitor and observe conditions, assess, and determine situations that may be in need of servicing (such as lawn care, etc.), gather details regarding issues that arise, report those issues to manager, proactively handle minor issues that arise, and when possible, offer vendor options, or other ideas as solutions.
• Communicate and act as a liaison with utility vendors and repair service personnel providing accurate and detailed instructions and obtaining report information from service providers as needed.
• Maintain consistent communication between company employee residents and internal administrative office staff; as well as apartment management staff as needed.
• Additional responsibilities as needed.

Qualifications:

The requirements listed below are representative of the knowledge, skill, and/or ability required.         

Education/Experience:

• • High School Diploma/GED; or Associates/Bachelor's degree in Management, Communications or related field.
  • 1-5+ years of related experience and/or training; or equivalent combination of education and experience.

Skills and Competencies:

• • Ability to work in a construction site environment (trailer office).
  • Start-up experience preferred.
  • High level of attention to detail, and highly organized.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal, negotiation, and conflict resolution skills.
  • Ability to act with integrity, professionalism, and confidentiality.
  • Ability to effectively prioritize responsibilities depending on project needs.
  • Excellent organizational and time management skills.
  • Ability to develop and maintain successful relationships with all levels of employees, clients, and subcontractors.
  • Must be able to work under pressure and meet deadlines while maintaining a professional attitude.
  • Proficiency in Microsoft Office Suite products (Word, PowerPoint, Excel, Outlook, Teams).

Language Proficiency:

• • Effective English verbal and written communication skills required; Ability to effectively present information and respond to questions from groups of managers, and employees.

Must have:

• Effective written and verbal communication skills in Mandarin.

Additional Requirements:

• Must have and maintain a valid Arizona driver’s license. May be required to travel to other sites within Arizona to perform certain work functions.

Physical Demands & Work Environment

This position requires the ability to lift and carry up to 50 lbs for transporting documents, equipment, and other materials as needed. The role involves extended periods standing, walking and/or of sitting while working at a computer. Frequent movement between the construction trailer and various areas of the construction site is necessary.

The position is based at the construction job site (trailer office).  Even though the exposure of hazardous work conditions would be minimal, the employee may be required to visit the work area of the jobsite and thus be exposed to some typical work hazards that may be present on a construction site, such as dust, moving machineries, weather, caustic chemicals, noise etc. UIS would provide the required safety protection to ensure the safety of UIS employees and comply with all OSHA standards.

Equal Employment Opportunity:

UIS is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status. Or any other characteristic protected by federal, state, or local law. We believe in fostering a diverse and inclusive workplace where all individuals are treated with respect and dignity.

Disclaimer:

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties as assigned by their supervisor.