Operations Office Administrator

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Job description

Job Title: Operations Office Administrator

Classification: Full-Time, Non-Exempt, At-Will

Reports to: Operations Administration Manager

Department: Operations

Location: Onsite: Yuba City or Chico, CA with 30% travel required.

Location Status : Work will be primarily performed onsite in our office. Occasional travel to and work from other Race offices or other off-site locations may be required.

Beware of scams that target job seekers. Race Communications will never provide a job offer without a comprehensive interview process (including in-person or secure video conferencing), request sensitive information through unsecure platforms such as email or text messaging, require candidates to pay fees, or pressure candidates to act without careful consideration. You can get more information about Race Communications at or contact our recruiting team directly.

About Us:

As the leading provider of 10G fiber internet in California, Race Communications is a company built by the needs of the communities that we serve. In collaboration with the California Public Utilities Commission and many non-profit community advocacy groups, we build next-generation fiber infrastructure where others wont, serving over 30 communities across the state.

Working for Race means being dedicated to bringing cutting-edge fiber internet to rural and urban communities, providing opportunities, enhancing technology, and enabling access for generations to come.

Summary:

The Operations Office Administrator supports the daily functions of the Operations department by performing a variety of administrative tasks to ensure smooth and efficient office operations. This role includes coordinating communications, managing office supplies, assisting with scheduling, handling various clerical duties, and managing events. Additionally, the Administrator will assist with data entry and analysis, providing key insights for operations-related projects and maintaining accurate documentation. As part of the role, the Administrator will be required to travel up to 10% of the time to other Race Communications offices to provide on-site support as needed.

This individual should be able to communicate and work effectively with external service representatives and internal team members who possess a wide variety of backgrounds, personalities, and communication skills. This individual should be able to work effectively in a dynamic, fast-paced, and evolving environment while maintaining a productive professional demeanor. This individual must be capable of working independently, as well as collaboratively with other Race team members across teams and levels of our organization.

Qualifications and Experience:

• Eligibility for US Employment without sponsorship
• Minimum of 21 years of age
• High School Diploma or GED or equivalent combination of education and experience is required
• A valid driver's license, subject to successful verification through a DMV check, is mandatory
• Willingness and ability to travel to other Race Communications offices as required
• Experience with coordinating travel arrangements and providing on-site support is preferred
• Experience with supporting onboarding and coordinating new hire activities
• Experience with inventory management preferred
• Experience in coordinating events, both internal and external, managing logistics, and executing event planning tasks efficiently required
• Experience with data entry and analysis, with attention to detail and accuracy in maintaining data integrity required
• Proficiency in using spreadsheet software (e.g., Microsoft Excel, Google Sheets) and other data management tools for effective data tracking and reporting required
• The ability to effectively communicate in English, including speaking, reading, writing, and comprehension, as necessary for effective job performance and workplace communication
• Proficiency in Spanish Language desirable

Skills:

• Proficient use of MS Office applications including Teams, Word, Excel, and PowerPoint; teleconferencing applications
• Functional use of common office equipment, computers, and office software
• Strong time management skills, with the ability to manage priorities and workflow
• Commitment to accuracy and high standards for quality of work, particularly in data entry and analysis, ensuring data integrity and precision
• Ability to gather, analyze, and present data in clear, actionable formats using spreadsheets and other data analysis tools
• Ability to work with all levels of team members and management
• Excellent problem resolution and customer service skills
• Ability to deal effectively with a diversity of individuals at all organizational levels
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Excellent verbal and written communication skills
• Ability to work on complex projects with general direction and minimal guidance
• Versatility, flexibility, and willingness to work within constantly changing priorities with a sense of urgency
• Good judgement with the ability to make timely and sound decisions
• Highly resourceful team-player, with the ability to also be extremely effective independently
• Ability to effectively present information and respond to questions

Essential Duties and Responsibilities:

Administrative Support

• Manages day-to-day administrative functions of the Operations department, including handling correspondence, scheduling meetings, and maintaining office supplies
• Assists with the preparation and distribution of reports, documents, and presentations for the Operations team
• Maintains accurate records and documentation related to operations, including filing, data entry, and record keeping
• Handles other administrative duties as assigned by the Operations Administration Manager
• Acts as a liaison between the Operations department and other departments to facilitate communication and collaboration
• Ensures compliance with company policies and procedures in all administrative tasks and travel-related activities

Onboarding Coordination and New Hire Facilitation:

• Coordinates and prepares new employees workspace, including office supplies and necessary equipment
• Coordinates with IT and ensures the required software is set up and available prior to the onboarding date
• Manages access control by assigning appropriate system access, creating badges, and distributing keys, parking permits, or building access cards on/before the onboarding date
• Verifies the new hire has access to all common areas and facilities
• Provides an office tour, highlighting break areas, meeting rooms, and emergency exits
• Introduces the new hire to their immediate colleagues and teams
• Presents general office policies, such as dress code and office etiquette
• Guides the new hire through office systems, including printers, coffee machines, and meeting room booking tools
• Coordinates with Training and Development Specialist and ensures the completion of all onboarding tasks and training, including Race University and ADP courses
• Distributes new hire packets and verifies all required onboarding documents have been received
• Familiarizes themselves with new hire agendas to assist with any scheduling inquiries and changes ensuring lunches and breaks at the appropriate times
• Facilitates onsite new hire training, ensuring timely completion in alignment with the onboarding schedule
• Assists new hires with submitting expense reports and provide guidance on using Concur
• Serves as a liaison between the new hire, onboarding teams, and HR
• Manages guests, new hires, and contractor badge access

Internal Events Coordination and Execution:

• Plans, organizes, and executes internal events such as team meetings, workshops, company-wide celebrations, ensuring all logistical details are managed effectively
• Supports budget management, tracks expenses, and ensures events are executed within financial guidelines
• Sets up and breaks down event spaces, including arranging seating, audio-visual equipment, and other necessary materials
• Manages vendor relationships, coordinates caterers and venues to secure services and space for internal events ensuring set up and break down
• Provides on-site support during events, addressing any issues that arise and ensuring smooth execution
• Works closely with ICC specialist to streamline company-wide communication

Travel Coordination

• Coordinates travel arrangements and itineraries for Operations staff, ensuring cost-effectiveness and adherence to company travel policies
• Provides on-site administrative support during visits to other Race Communications offices, which may include office setup, coordination of local resources, and supporting office staff

Project Support:

• Supports operations-related projects by coordinating activities, tracking progress, and ensuring timely completion of tasks
• Maintains inventory for Races online store ensuring products are accurately stocked, tracked, and replenished as needed
• Manages the procurement and distribution of office supplies across various Race locations, ensuring each office is adequately stocked with necessary materials and supplies . click apply for full job details
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