Job Description

Job Description

Job Description

Octane Design, LLC is looking for a multi-faceted Office Administrator to join our firm! The Office Administrator position will be the anchor for general office operations. This position is full-time and on-site. The successful candidate is detail-oriented with excellent attendance, punctuality, and customer service skills.

 
Who are we? Octane Design LLC is a general contractor located in north Phoenix. You may not have heard of our firm (yet), but you have seen our work. We have done general contract work for several retailers such as L’Occitane En Provence, Clarins, Chico’s, Lululemon and Insomnia Cookies. We are also involved in projects in the financial, medical, 3PL, and food service industries. Our business is growing exponentially, and we are adding an OA to join our team to perform the following functions:

 

  Reception: 

• Embrace a front-facing role as the “face” of Octane Design, providing concierge-level service to visitors and callers.
• Route snail mail, deliveries and e-mail to appropriate recipients daily.
• Manage the office calendar; plan and arrange details for office functions and meetings.
• Order office supplies, arrange for equipment repairs and IT appointments.
• Track office warranties and service agreements; maintain a vendor contact list.
• Function as the main point of contact for building maintenance and janitorial staff.

Travel:

• Function as the travel coordinator, organizing trip details and providing itineraries for colleagues traveling on national business. Track, change and problem-solve transportation issues as they arise. 
• Assist the company with finding and maximizing travel benefits associated with reward and frequent-flyer programs, such as earning and applying points, meal options, cash-back offers, off-peak travel discounts, rideshare offers, hotel and car rental incentives, credit card perks, airline programs and in-flight options.

Finance:

• Assist the CFO with duties involving invoices, expense tracking, data collection, travel reconciliation and other projects as directed.
• Assist with collecting employee and contractor time records for payroll processing.
• File paper records, scan electronic documents for network storage, and periodically arrange for the secure disposal of archived paperwork as needed.

Record-Keeping:

• Upload photos and documents to electronic construction files as directed.
• File paper records, scan electronic documents for network storage, and periodically purge archived records.
• Catalog storage room contents and arrange for disposal of unnecessary items.

Human Resources:

• Assist staff in locating basic information such as handbook policies, benefit guides, etc.
• Help to gather license, education and certification requirements for staff development.

Requirements:

• A strong, versatile administrative background required, with at least two years’ experience supporting a growing company preferred.
• Highly proficient user of Microsoft 365 office suite, including Outlook, Word, Excel and Teams.
• Experience building and managing a complex travel program is highly desired.
• Familiarity with Procore Construction Management software is a plus.
• Demonstrate initiative to find answers or information when not readily apparent.
• Support colleagues with various ad hoc projects and requests.
• Able to establish priorities, coordinate activities, and meet deadlines with accuracy.
• Effective working as a team member or independently, with minimal supervision.
• Bilingual fluency (especially English/Spanish) is helpful.
• Flexible, as this is not an exhaustive list of potential duties, and specifics may change!
• Able to lift and transport 20 lbs. at a time; frequent sitting, standing, bending and kneeling; extended use of common office equipment, a telephone and computer screen required.

Why Octane Design?

• Competitive salary starting at $50,000 annually, contingent on skills and experience.
• Weekly paydays after the first week!
• Sick and vacation accruals.
• Paid federal holidays.
• Medical and dental benefits available through Blue Cross Blue Shield of Arizona now; vision and 401(k) plans coming soon.
• A professional and fun work environment, with an adorable office dog!
• Explore new opportunities as they arise. You can grow as we grow!
  
   
  
   

Please e-mail your résumé to hr@octane-llc.com, with the job title in the subject line. We are not able to accept phone inquiries or recruiter’s submissions at this time.

Octane Design, LLC is an equal-opportunity employer. We comply with all laws prohibiting discrimination and harassment based on an individual’s race, ancestry, religion or religious creed, color, age, sex, gender, sexual orientation, gender identity or expression, genetic information, national origin, marital status, medical condition, physical or mental disability, military or veteran status, pregnancy, childbirth, breastfeeding and related medical conditions, height, weight, or any other classification protected by federal, state, or local laws, regulations, or ordinances. 

Octane Design, LLC is an at-will employer, meaning either the company or employee can end the employment relationship at any time, for any lawful reason, or no reason at all.

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