Administration Manager

What you will be doing - People & Administrative Support

• Coordinate with People & Talent around hiring activities, onboarding, other people-related activities, including facilitating the onboarding process for new employees as the “Day 1” Coordinator.
• Provide front lobby support: greet guests, manage the sign-in log, create visitor badges
• Coordinate travel support for team members visiting the Saratoga facility (temporary office, badge access, etc).
• Provide employee support for a range of common “How do I…?” questions around systems or processes and serve as a day-to-day resource to employees on matters related to office services.
• Coordinate the logistics, set-up and tear-down for key customer visits, group meetings, and company meet-ups (refreshments, room configuration, coordinate networking requirements with IT).
• Perform administrative duties, such as maintaining employee database and sorting emails for the People & Talent department, maintain proper records of employee attendance and leaves
• Help to create an onboarding and orientation program and coordinate orientation and training sessions for new employees and assist with set-up and management of company devices in collaboration with the IT team.
• Ensure smooth communication with employees and timely resolution to their queries.
• Assist Head of People & Talent in policy formulation, hiring and salary administration.
• Work on special projects, including office events.

What you will be doing - Facilities & Infrastructure Support

• Work with the business team to assist on their international shipping needs, ensuring the company follows trade management, compliance and other regulatory requirements. 
• Assist with aspects of facilities management including general office appearance, meal program and stocking of kitchens, mail room services, file management and off-site storage.
• Serve as the point of contact for various office equipment and the related service contracts and supplies (eg. printers, copiers, paper shred bins), including assisting with sourcing and negotiation of applicable vendor management contracts.
• Assist with procurement of items including consumable lab supplies.
• Assist with the preparation, review, and approval of facilities and office related budgets, financial reports, contracts, expenditures, and purchase orders and maintain the documentation archive for all inventory receipts.
• Manage the Workplace Lunch program and ensure there is an adequate supply of food and beverage, as needed. 

What you bring to the role

• Previous experience in a fast-paced office environment supporting a team of people, including some involvement with HR / People related programs, activities and support.
• Good written and verbal communication skills, along with solid computer skills.
• Ability to multi-task and reprioritize in a dynamic environment with good problem-solving skills
• Excellent organizational skills and ability to manage multiple priorities in a fast-paced, changing environment.
• Able to maintain a high degree of integrity related to confidential information.
• Flexibility, resourcefulness, and adaptability to changing needs and demands; flexibility to work beyond standard business hours as circumstances require.
• High level of judgment, professional discretion, and confidentiality; commitment to professional integrity and fostering a respectful and collaborative work environment.
• Analytical, problem solving, and data gathering skills, along with a willingness to take on new tasks and responsibilities.