Office Administrative Assistant

What You'll Do (Responsibilities)

• People Operations Support: Manage all administrative aspects of the new hire onboarding process, including paperwork completion (I-9, W-4, etc.), benefits enrollment coordination, and ensuring a smooth first-day experience.
• Timesheet & Payroll Coordination: Accurately collect, verify, and track daily and weekly timesheets for all field technicians. Ensure data is correct and submitted on time for payroll processing.
• Warehouse & Facility Support: Provide direct administrative support to the warehouse facility, including managing office supply inventory, coordinating facility maintenance, and handling shipping/receiving paperwork.
• Calendar & Meeting Coordination: Manage and coordinate calendars for Bainbridge leadership, schedule internal/external meetings, book conference rooms, and assist with event logistics.
• Office Operations: Serve as the primary point of contact for the Bainbridge offices. Manage incoming calls, greet visitors, sort and distribute mail/packages, and maintain a clean and professional office environment.
• Documentation & Record-Keeping: Maintain accurate and confidential employee files, assist with data entry into our Odoo ERP system, and prepare routine reports as needed.
• Professional Communication: Handle inbound inquiries from employees and vendors, draft internal memos, and communicate professionally and clearly across all departments.

Qualifications

• Experience: At least 2 years in an administrative support, HR assistant, or office coordination role.
• Tech-Savvy: Proficient with Microsoft Office (Word, Excel, Outlook).
• Prior experience using a CRM or ERP system (like Odoo, Salesforce, NetSuite, etc.) is required.
• Schedule: Ability to work a full-time, on-site schedule beginning at 7:00 AM local time.
• Organized: Exceptional attention to detail, especially with data entry, paperwork, and scheduling.
• Discretion: Proven ability to handle confidential employee and company information with professionalism.
• Communication Skills: Strong written and verbal communication skills, with a professional and helpful demeanor.
• Reliable: Punctual and dependable, with a proactive approach to managing tasks and solving problems.