Since 2008, Workshops for Warriors® (www.wfw.org), a registered 501(c)(3), has provided quality hands-on training, accredited STEM educational programs, and opportunities to earn third-party nationally recognized credentials to enable veterans, transitioning service members, and other students to be successfully trained and placed in their chosen advanced manufacturing career. We are committed to rebuilding America’s advanced manufacturing workforce, one veteran at a time, with a team of passionate, enthusiastic professionals who want to make a difference in the lives of those we serve, their families, and our country.

Key Job Functions:
The primary responsibility of the Office Administrator is to organize and coordinate administrative duties and office procedures. The role is responsible for creating and maintaining a pleasant work environment and ensuring high levels of organizational effectiveness and communication. Additional responsibilities of the Office Administrator include making office supply arrangements and greeting visitors.

Ultimately, the Office Administrator should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operations.

Duties and Responsibilities:

Administrative Support:

Provide general administrative support to ensure efficient office operations.
Handle incoming calls, emails, and correspondence.
Schedule and coordinate meetings, appointments, and events.
Receive and screen telephone callers, visitors, complaints and outside contacts
Greet and provide general support to visitors – hospitality and administrative
Update internal databases (e.g. visitor information and Salesforce)
Ensure proper mail distribution
Support other teams with various administrative tasks

Office Administration and Operations:

Manage office supplies, order new stock, and ensure necessary equipment is functioning.
Oversee facilities and workspace organization.
Ensure proper mail distribution
Liaise with vendors and service providers for office-related needs.
Organize office operations and procedures according to SOPs currently in place
Develop and implement SOPs relevant to office administration and
Address and resolve day-to-day operational issues.
Propose improvements to enhance efficiency and effectiveness.
Assist with managing Asset & Fixed Asset inventories
Address employee queries regarding office management issues (e.g. uniforms, forms)
Liaise with facility management vendors, including cleaning and catering services

Record Keeping:

Maintain and update office records, databases, and filing systems.
Prepare and distribute internal and external communications.

Communication and Coordination:

Act as a point of contact between employees, management, and external stakeholders.
Facilitate communication within the office and coordinate with different departments.

Event Planning:

Assist with planning in-house or off-site activities, like company parties, celebrations, and conferences.

All other duties as assigned.

Qualifications & Work Experience:

High school diploma or a bachelor’s degree in business, administration, or a related field
2+ years office administration experience (an equivalent combination of education and experience may be considered).

Excellent verbal and written communication skills.
Ability to comprehend and interpret instructions, short correspondence, and memos and ask clarifying questions to ensure understanding.
Strong working ability of Microsoft Office products (Excel, Word, PowerPoint, etc.)
Superior organizational skills including attention to detail and time management.
Ability to establish and nurture collaborative relationships at all levels, and identify needs and deliver solutions that achieve employee, team, and school goals and satisfaction.
Ownership & Drive— ability to work in a fast-paced environment with strong follow-through and a focus on owning the outcome.
Ability to effectively partner with leadership and colleagues to ensure deadlines are met, while navigating multiple priorities and deliverables.
Dependability–Has exhibited the quality of being reliable and flexible to be available when needed.
Unwavering commitment to transparency, accountability, and driving results for yourself, and your team members and stakeholders.
Very people oriented, supports a positive working environment.
Ability to work independently and as part of a team.

Position Accountability and Metrics:

SMART Metrics (Specific, Measurable, Achievable, Relevant, and Timely)

Successful completion of 30/60/90-day plan.

KPI (Key Performance Indicator)

Communication:
- Responses provided no later than 24 hours of receipt if routine.
- Responses provided between 2 hours-12 hours for items marked urgent or high priority
Task Management and Deadlines
- 98% on-time completed tasks by due date.
Percentage of projects completed within the approved budget
- 98% Budget Adherence

Important Notes

Position Details: This is a full-time hourly (non-exempt) position (40+ hours/week).

Pay: This pay does not include any opportunity for incentive compensation and is only reflective of the base pay for this position.
The range of pay for this California-based position is $23.00-$26.00 per hour.

Benefits and Perks: Workshops for Warriors makes available comprehensive benefits after 30 days of employment. Options include Medical (50% employer contribution), dental and vision coverage (100% employer contribution), a 401k program with employer match, 8 paid holidays, Flexible work hours (position dependent), and paid time off.

Dress code: Our office staff works in a business casual or relaxed business casual environment.

Supervisory: No supervisory responsibilities.

Physical Requirements:

Work Environment: The employee works in an office/administration building in an urban industrial neighborhood. Other areas within the school are mixed use such as classrooms, welding and machining areas.
Employee may have additional environmental hazards such as: chemical, electrical, flammable, or mechanical in nature.

E-Verify Compliance Statement:
Workshops for Warriors, Inc. participates in the E-Verify program. We ensure employment eligibility of all employees by using the E-Verify electronic verification system.

Policy for Discrimination, Harassment and Retaliation Prevention:
Workshops for Warriors is committed to providing a professional work environment free from discrimination and harassment, including discrimination and harassment based on a protected characteristic, and an environment free from retaliation for participating in any protected activity covered by this policy.

Workshops for Warriors is committed to providing equal employment opportunities to all employees and applicants for employment. Accordingly, we have adopted and maintain this anti-discrimination policy designed to encourage professional and respectful behavior and prevent discriminatory and harassing conduct in our workplace.

EEO Statement: Workshops for Warriors is committed to providing equal employment opportunities to all employees, applicants, unpaid interns, and volunteers without regard to actual or perceived: race (including hair texture or protected hairstyles, e.g. braids, locks, and twists), color, religion, religious creed (including religious dress and grooming practices), national origin (including language use restrictions), ancestry, citizenship, disability (mental and physical) including HIV and AIDS, medical condition (including cancer and genetic characteristics), genetic information, marital status, sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), gender, gender identity, gender expression, age (40 years and over), sexual orientation, veteran and/or military status, family and medical leave status, domestic violence victim status, political affiliation, and any other status protected by federal, state, or local law.

All openings are subject to change without notice, due to the volume of applications / resumes received, we are unable to respond to status inquiries. Please be assured that your information is being properly handled and forwarded to the appropriate hiring staff. If your skills and qualifications meet the needs of the job, you will be contacted.

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