Administrative Office Coordinator

Description

About Us

Family-owned and operated since 1970, we are an industry-leading gas distributor founded on unparalleled customer service. Our industrial, medical, food, and specialty gas products support a variety of industries that work daily to improve the world we live in, and our ongoing commitment to serve spans the southwestern United States with 16 locations across California and Arizona. Discover the most interesting industry you've never heard of!

Position Overview

The Administrative Office Coordinator is responsible for greeting visitors, managing incoming and outgoing mail, maintaining office supplies, and coordinating vendor services. This role also includes managing a company's fleet of vehicles, which involves scheduling regular maintenance, ensuring compliance with government regulations, managing vehicle registrations and insurance, coordinating repairs, tracking fleet usage, and optimizing operational efficiency to minimize costs while maximizing vehicle uptime.

Key Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Oversee the front desk and reception operations, serving as the primary point of contact for guests, employees, candidates, and vendors
• Perform general administrative tasks, including answering and directing phone calls, email correspondence, faxing, and filing maintenance
• Maintain cleanliness, organization, and adequate supplies in the kitchen, conference rooms, storage areas, and communal spaces
• Manage and order office supplies, anticipate needs, keep stock levels, and ensure equipment functions properly
• Coordinate and support team events, meetings, and onsite and offsite conference room scheduling
• Track and audit driver license and medical certification expirations to maintain compliance
• Coordinate routine maintenance schedules for all fleet vehicles, including oil changes, tire rotations, and inspections
• Assist in procuring new vehicles, including acquiring and divesting vehicles
• Managing all corporate fleet titles, ensuring annual registration, and coordinating emissions testing
• Utilize fleet management software to track vehicle usage, fuel consumption, mileage, and location
• Provided support to the office and other staff members and departments as needed

Requirements

• 1+ year of administrative experience
• Superb written and verbal communication skills
• Ability to handle sensitive information with discretion and maintain confidentiality and professionalism
• Professional attitude and appearance
• Strong time-management skills and multitasking ability
• Proficient in Microsoft Office and Monday.com, with the aptitude to learn new software and systems
• A demonstrated ability to communicate, present, and influence credibly and effectively at all levels of the organization, including executive and C-level

Physical Demands

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. While performing this job, the employee must sit, stand, talk, hear, use hands and fingers to operate a computer and telephone, use keyboard reach, stoop, and kneel. Specific vision abilities required by this job include close vision requirements due to computer work. Light to moderate lifting is required.

Travel

No travel is expected for this position

Position Type and Expected Hours of Work:

This a part-time non-exempt position, on-site and has a schedule of Monday through Friday, from 9:00am to 3:00pm.

Compensation and Benefits

• Comprehensive benefits package, including medical, dental, vision, and life, 401k match
• Professional development opportunities and ongoing training
• Healthy work/life balance and a collaborative and inclusive company culture

This job description is not intended to be all-inclusive. An employee may perform other related duties as negotiated to meet the organization's ongoing needs.

WestAir Gases and Equipment, Inc. is an Equal Opportunity Employer.