Front Office Administrator

Job Summary:

Webserv is looking to hire a Part Time Front Office Administrator (20-25 hours/week) to be responsible for the general operation of our front and back office. Duties will involve processing payroll, managing accounts receivable for clients, greeting visitors and clients, answering incoming phone calls, and purchasing office supplies and taking proper inventory.

You will need to have prior experience in office administration. You will also need to be proficient in Google Drive applications such as Docs and Spreadsheet. A bachelor's degree is preferred but not required. This is a part time position with a possibility of becoming a full time position (review after 90 days).

Front Office Administrator is responsible but not limited to the following: 

• Oversee labor operations by recording and managing time cards and making applicable changes

• Process payroll for all staff members

• Process payments for contractors and vendors

• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands

• Organize office operations and procedures

• Oversee adherence to office policies and procedures

• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time

• Provide general support to visitors

• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored

• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers

• Participate actively in the planning and execution of company events

• Responsible for developing standards and promoting activities that enhance operational procedures

• Allocate available resources to enable successful task performance

• Coordinate office staff activities to ensure maximum efficiency

• Design and implement filing systems

• Ensure filing systems are maintained and current

• Establish and monitor procedures for record-keeping

• Ensure security, integrity, and confidentiality of data

• Analyze and monitor internal processes

• Implement procedural and policy changes to improve operational efficiency

• Monitor and maintain office supplies inventory

• Review and approve office supply acquisitions

• Handle client inquiries and complaints

• Manage internal staff relations

• Maintain a safe, secure, and pleasant work environment

Front Office Administrator is responsible for communicating with: 

1. All staff

2. Incoming office visitors and clients

3. Landlord/Irvine Company associates

4. Vendors and Suppliers

Qualifications:

• 1+ years of experience in office management, administrative, or assistant experience

• Knowledge of office management responsibilities, systems, and procedures

• Excellent time management skills and ability to multitask 

• Attention to detail and problem solving skills

• Excellent written and verbal communication skills

• Strong organizational and planning skills

• Proficient in Google Docs and other applications

• Knowledge of accounting, data, and administrative management practices and procedures

• Knowledge of clerical practices and procedures

• Knowledge of business and management principles

• Computer skills and knowledge of office software packages

Hours: M-F, 8-5pm. (Exact hours can be discussed)

Workplace: Hybrid (In-Office and Remote)

Compensation: $15-18/hr

About Webserv:

Childhood friends and now business partners, Preston Powell and Kyle McHenry, started Webserv in 2017. Kyle’s passion for getting start-ups off of the ground paired well with Preston’s savvy in all things digital marketing. Together they were able to start the company with two employees, a small office in Costa Mesa, CA, and a focus on clientele in the healthcare industry.

After years of tremendous growth, Webserv now employs 15 digital marketing pros at a beautiful high-rise office in Irvine, CA. Our portfolio includes clients in the mental healthcare, plastic surgery, and legal fields.

We’ve expanded our offerings to include full-service SEO, paid search management, in-house copywriting, and websites that truly pop. We’re proud of the success that we’ve brought to our clients and to our own company — and we don’t plan on stopping anytime soon.