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Office Administrator

Foothill Ranch, CA 5.0 Months
Full-Time $17-$22/hr





Accepted: .doc, .docx, .pdf, - max 20MB
Posted: Jul 02, 2026
Ref: SRCAO200

Position Overview


GENERAL FUNCTION
The Office Administrator organizes, coordinates and implements office process and procedures in order to ensure organizational effectiveness and efficiency. This role will support print device and mail services, office and supply inventory management, conference room/AV support and general office administration. Energetic experienced professional who can wear multiple hats. Needs experience in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse employees.

MAJOR DUTIES AND RESPONSIBILITIES

Print Device
Deliver paper for all office equipment
First responder for print device issues and escalation to tech services if needed
Ensure proper maintenance and usage of all equipment and supplies

Mail/Shipping & Receiving
Process all outgoing pre-stamped personal USPS and business FedEx packages
Verify, sign, deliver and record all incoming/outgoing Accountable Mail
Sort and deliver incoming FedEx, DHL, UPS, Staples packages and all U.S. Postal Service mail
Handle "rush" pick-up/delivery requests
Maintain and provide specialized mailing forms i.e. Express, Registered, Certified and Insured
Daily interaction and updates with vendors to ensure that procedures and work standards for the Mail Center operations are maintained

CONFERENCE CENTER SUPPORT
Coordinate audio-visual equipment and prepare facility for meeting (including Skype, WebEx, teleconference and VTC)
Prepares coffee and set out snacks as needed

OFFICE & FOOD SUPPLY MANAGEMENT
Establish and maintain par levels for all required basic office supplies, including water and coffee, throughout the building
Manage, maintain, clean, and organize Supply stops and Storage areas, including re-fill of coffee and water machines (Copier/Kitchenette)
Responsible for the acquisition of conference room supplies (snacks, pens, notepads, flip chart)

OFFICE SUPPORT SERVICES
Assist with special projects as needed e.g. employee desk moves
Create and maintain office phone list and desk assignments
Track “Customer” personnel moves
Preparing business correspondence, agendas, and presentations, using Microsoft Office
Scheduling, coordinating and catering ordering for meetings, events and other similar activities

GENERAL / COMMUNICATION
Identify, evaluate, research, and recommend solutions to office services related issues
Coordinating between departments and operating units in resolving day-to-day administrative issues
Assisting with administrative management, directory maintenance, logistics, equipment and storage
Actively participate in Emergency Fire Warden Safety program for campus locations
Base location is Front Desk as receptionist

BASIC QUALIFICATIONS
Bachelor’s Degree from accredited institution
3-5 years of administrative experience
Exceptional customer service skills
Excellent interpersonal and communication skills (written and verbal)
Ability to handle multiple tasks, projects with competing priorities and tight deadlines
Strong organizational skills and attention to detail
Strong adaptability, flexibility and resourcefulness while maintaining a professional attitude
Must be a team player
Proficient in Microsoft Office (Word, Powerpoint, Excel)
Tech Savvy
Must be able to lift 50 pounds


VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status.
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Competitive Benefits

Your well-being Matters

Health & Future Fully Covered

At VIVA, employee well-being is paramount. Our comprehensive benefits package ensures your health, financial security, and quality of life are always prioritized.

Health Insurance

VIVA provides employees access to a comprehensive group health insurance plan (Medical, Dental, Vision, Basic Life, Term Life, and Accidental Death) through our flexible PPO plan-allowing you the freedom to choose healthcare providers.

401(k) Retirement Planning

Plan securely for your future with automatic payroll deductions into a tax-advantaged 401(k) retirement plan, including employer-matching contributions for eligible employees.

Performance Bonuses & Referrals

Earn performance-based bonuses and generous referral incentives of up to $500 when recommending talented candidates who become part of the VIVA family.

Biweekly Direct Deposit

Enjoy timely and convenient payroll with biweekly direct deposit to your chosen financial institution. Biweekly Direct Deposit

VIVA Perks Program

Access exclusive employee discounts and savings on electronics, travel, groceries, apparel, and more through our dedicated VIVA Perks Program.

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Office Administrator

Reference Number: SRCAO200
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