Overview of the Position:
The successful Office and Admin Assistant is a highly valued and diverse role serving as both the Ambassador of First Impressions (front desk receptionist) for prAna and administrative support for designated leader(s) and areas supporting the Culture and People Team. The position is a member of prAna’s small but mighty Office and Administrative Services Team and is also a representative and an extension of prAna’s company culture and Culture and People Team (also small and mighty!). This position interacts with a diverse group of guests, customers, candidates and employees at levels of the organization.
As Receptionist, this position answers and routes all in-bound phone calls and email and personally greets all visitors and employees entering prAna’s main office. In addition, s/he maintains the appearance of prAna’s lobby and general public area on the first floor, and performs various front desk administrative tasks.
In the area of administrative support, this position directly supports the Director of Retail with calendaring, travel and expense reporting and supports the Culture and People team with various employee-related programs and coordination tasks.
The position is expected to work Monday through Friday, 8 am to 5 pm. S/he will primarily work at the front desk and, with the support of a part-time Receptionist for coverage, will have 2-4 hours per day to take meal breaks and utilize time to perform other duties that require time away from the front desk. Flexibility will be required in cases that coverage capabilities change and more time (or less) could be needed at the front desk.
The ideal candidate has a positive disposition, friendly communication style, a service-oriented mindset and approach, multi-tasking capabilities, organizational skills and professionalism balanced with the playful and adventurous spirit aligned with the prAna company culture. In addition, s/he takes initiative to address and resolve challenges or obstacles in a positive and solutions-oriented manner and is able to manage time and projects/tasks effectively.
The position is accountable for:
High level of professionalism, positive attitude and role modeling of company values
Delivery of quality prAna experience for employees, visitors, candidates and customers (in person, by phone and email)
Effective and positive interpersonal relationships across the company
Accurate and timely completion of work
High quality deliverables
Effective communication, collaboration and teamwork within the administrative team
Essential Functions and Responsibilities:
1) Ambassador of First Impressions – Front Desk Coverage
Create and provide a uniquely special and attentive prAna experience for visitors, guests, candidates and employees.
Cheerfully and professionally answer and assist all incoming callers, and route phone calls to appropriate person or department; prioritize large call volumes of the company’s multi-line phone system
Cheerfully and professionally welcome visitors, guests and employees upon entering the office
Receive and route general inbound emails to appropriate departments and employees
Utilize and properly maintain prAna’s Visitor Management System to properly account for visiting guests, vendors, contractors, customers, candidates, etc.
Maintain the reception area, including opening and closing the building on time, locking doors, turning off lights, and generally keeping tidy and welcoming for employees and visitors (as needed)
Perform a variety of administrative duties including but not limited to mail sorting, paycheck distribution, and maintenance of office supply inventories
Train part-time and/or temporary employees at the front desk, as needed
Work closely with administrative team to coordinate fair-minded and equitable front desk coverage
Take lead to ensure front desk guidelines and procedures are documented and maintained; take lead to train others, when needed
Assist with first floor meeting spaces’ appearance, organization and cleanliness
Maintain first aid and clean up kit supplies
2) Administrative Support
Perform administrative duties to support Director of Retail and as part of shared services for the Office and Administrative team:
Coordinate travel for large-scale retail meetings involving Director of Retail and/or Store Managers, Assistant Store Managers (utilizing Concur system)
Prepare expense reports for Director of Retail
Provide and arrange food/catering for meetings and special events; coordinate additional set up needs, such as presentation materials, and IT needs
Provide additional coverage support to administrative team when needed (e.g. service requests, meeting preparation, new hire set up, etc.)
Identify and recommend additional opportunities to provide support to leverage productivity
Cross-train where possible with administrative team and be prepared to back-up where and when needed
3) Culture and People Support
Perform proactive, quality coordination and support for employee and candidate-facing programs and tasks in coordination with the Culture and People team.
Facilitate interview scheduling for incoming candidates including setting interview times, confirmations and preparing interview packets for Managers
Assist with candidate processing: submitting PI surveys, initiating background screenings, responding to candidate inquiries
Serve as primary point of contact for office related events/activities and basic employee questions, including but not limited to lunch and learns, company meetings, onboarding program, and employee gatherings
Assist with training coordination such as communication, registration, confirmation of attendance and set up of training rooms, equipment and materials
Assist with new hire announcements and onboarding program, including communication, scheduling, attendance tracking, documentation/presentation preparation, room setup, logistics, food, etc.
Prepare, compile and/or organize materials; prepare presentations and documents, as needed
Assist with filing as needed, including preparing and sending materials to offsite company document archive facility
As needed, assist administrative team with coordination of new hire desk set up and office moves (in partnership with Executive Assistant responsible for supporting department)
4) Onsite Fitness Class Coordination
Support prAna’s focus on wellness and life/work balance through quality coordination of onsite fitness classes.
Organize and schedule fitness classes for the prAna Carlsbad office that are varied in activity and level of difficulty with the goal to appeal to the larger employee population
Communicate class schedule to Carlsbad employees at minimum on a weekly basis
Respond to employee requests and inquiries regarding class information, level of difficulty and suggestions for improvement
Assist with sourcing instructors that align with the prAna brand; respond to inquiries from instructors who are interested in teaching at prAna
Assist instructors with backfilling any cancellations or for making changes to classes as necessary and communicating any class updates with the Carlsbad office
Attend classes when possible to observe teaching style and/or provide instructor feedback Share any concerns with the Associate HR Coordinator and/or the VP of Human Resources
Ensure that fitness room supplies are always stocked, including sign-in sheets, mat cleaner, hand sanitizer and towels for employee use in the gym
5) Office Services Support & Safety
Coordinate and maintain office-related standards, appearance and processes to deliver quality service to employees, customers and visitors aligned with prAna standards and values.
Monitor and maintain overall office appearance and cleanliness; collaborate with administrative team to address areas that need improvement
Proactively manage copier/printer cartridge replacements and paper supplies for optimal productivity
Purchase and maintain needed supplies in the office consistent with sustainability guidelines
Assist admin team with large scale meeting and events, as requested
Work closely with Culture and People Rep to ensure clarity of roles and responsibilities pertaining to office coordination and assistance
Assist the prAna Safety Team with performing evacuation drills, including being able to properly and effectively performing an area sweep; report any concerns to the Safety Team for assistance
Perform other duties as assigned.
Must be able to reliably and consistently work scheduled office hours (8 am to 5 pm, Monday through Friday) with occasional (but limited) overtime
Education and Experience Requirements:
Minimum of 2 years of experience performing office, administrative, and reception duties
High school diploma or equivalent; entry level college or vocational school business classes highly preferred or equivalent amount of years of experience
Must have experience using and maintaining a multi-line phone system.
Proficient MS PowerPoint, Word and Excel
Minimum of 50 WPM
SharePoint experience preferred, but not required
Concur Travel and Expense experience preferred, but not required
Excellent spelling and grammar skills
Employee must be able to perform essential functions of position with or without reasonable accommodations.
**Please note: All candidates will be subject to a post-offer background check which may include, depending on position requirements, criminal history, credit history, driving record, employment verification, education and reference check.
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