Assistant Administrative Manager

Summary: The Assistant Administrative Manager supports the Administrative Services function and assists in coordinating corporate administration, office operations, and cross-departmental projects. This role works closely with the Administrative Manager to ensure efficient internal operations, compliance with company policies, and effective communication across departments.

Essential Duties and Responsibilities include the following. Other duties may be assigned.

• Assist in managing daily office administration and operational support.
• Coordinate office facilities, supplies, and vendor services.
• Support implementation of company administrative policies and procedures.
• Assist with preparation and organization of corporate documents and internal records.
• Support coordination of management meetings, reports, and internal communications.
• Maintain proper filing and record-keeping systems for corporate documentation.
• Act as a coordination point between administrative, IT, and project teams.
• Assist with internal process improvement initiatives.
• Support administrative aspects of company projects and initiatives.
• Assist in office facility management, maintenance coordination, and vendor relations.
• Support workplace safety and office compliance requirements.
• Assist the Administrative Manager in preparing reports, presentations, and internal documentation.
• Support special projects and administrative initiatives assigned.

Qualifications:

The requirements listed below are representative of the knowledge, skill, and/or ability required.         

Education/Experience:

• Bachelor’s degree in business administration, Management, or related field.
• 5+ years of experience in administrative operations, office management, or corporate administration.

Skills and Competencies:

• Strong organizational and coordination skills.
• Ability to manage multiple tasks and work across departments.
• Strong written and verbal communication skills.
• Seek supplemental technical knowledge through self-initiative.
• Communicate effectively and courteously both orally and in writing to customer requests on the phone and in person.
• Proficient in all Microsoft Office Suite products (Word, PowerPoint, Excel, Outlook, Teams), and knowledge of Smartsheet is a plus.
• Ability to effectively prioritize responsibilities depending on project needs.
• Excellent organizational and time management skills.
• Ability to develop and maintain successful relationships with all levels of employees, clients, and subcontractors.
• Must be able to work under pressure and meet deadlines while maintaining a professional attitude.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to work independently and with a team.

Preferred Qualifications:  

• Experience in construction, engineering, or project-based organizations.
• Bilingual in English and Mandarin.
• Experience supporting corporate administration or document control functions.

Additional Requirements:

• Must have and maintain a valid driver’s license. May be required to travel to other sites within Arizona to perform certain work functions.