Administrative Assistant

Classification: FLSA Non-Exempt

Reports To: Chief Human Resources Officer (CHRO)

Special note to applicants: For best consideration, candidates should include a complete resume and cover letter for consideration. Reliable transportation with personal auto insurance is required.

Summary

Provides administrative and facilities support for in-office and remote employees including facilities maintenance, light office cleaning, and general office administration.

Duties and Responsibilities

• Serves as receptionist for the front office, answering phones, accepting deliveries, welcoming guests, and providing general office support for in-office staff.
• Responsible for coordinating weekly catering in the office, and maintaining kitchen areas of the office, which includes light cleaning, loading/emptying the dishwasher, and other basic cleaning and organization.
• Facilitates maintenance for Indica Labs, including, but not limited to, monitoring, and addressing building and landscaping concerns with the lease holder and maintaining the Ring camera system.
• Serves as point of contact for Indica Labs’ building maintenance groups (as assigned) and other contractors working in the building.
• Receives, scans, and distributes mail, and prepares outgoing shipments, including boxing, labeling, and drop-off.
• Scans and mails outgoing checks.
• Ensures that all office supplies for Indica Labs are in stock, organized, stored correctly, and available for use. This could include basic office supplies, bathroom supplies, and breakroom supplies (including regular purchasing of snacks).
• Assists in recruiting efforts and completes employee onboarding and offboarding tasks as directed by the CHRO.
• Responsible for planning and coordinating team events and functions that are sponsored by Human Resources, including teambuilding activities.
• Planning logistics for company-wide events, including hotel accommodations, flight bookings, off-site functions, catering, and employee travel.
• Works alongside the CHRO to facilitate budget and timeline for company events.
• Responsible for the appropriate accessing and handling of electronic Protected Health Information (PHI) as outlined by policy and the Health Insurance Portability and Accountability Act (HIPAA).
• Verifies banking information for partners, vendors, and clients.
• Effectively manages and tracks individual expenses and travel.
• Coordinates and supports employees’ purchasing, shipping and data entry needs.
• This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.

Minimum Qualifications

• Associate’s Degree in any field (Experience can be substituted for education on a year for year basis)
• One (1) year of experience coordinating shipping through FedEx, UPS, USPS, etc.
• Two (2) years of experience providing administrative support in an office setting to multiple departments.
• Exceptional skills in Microsoft Office Suite of products (Word, Outlook, Excel)
• Exceptional time management and organizational skills
• Ability to maintain strict confidentiality with sensitive issues and documents
• Consistent & reliable transportation.
• Authorization to work in the United States, or appropriate authorization to work in the applicant’s current home country (Indica Labs, Inc. does not sponsor work visas)
• Personal automobile insurance

Preferred Qualifications

• One (1) Year of experience in a front-line customer service or call center setting, or similar type of customer facing experience.
• Experience coordinating shipping out of the United States
• Experience providing administrative support to a diverse, global population

Knowledge, Skills, and Abilities

• Ability to make sound business decisions in the absence of guidance.
• Ability to use critical thinking to determine appropriate courses of action.
• Knowledge of computer information systems, specifically Microsoft suite of products.
• Soft skills, with a passion for providing superior customer service.
• Basic skills in Information Technology (IT) and network knowledge
• Ability to track business needs in an organized and consistent manner.
• Ability to perform select job duties in accordance with company policy related to confidentiality, fraud awareness, appropriate document handling.

Location

• This position is limited to applicants currently residing in New Mexico and is a 100% in-office position, not eligible for remote work.

Working Conditions and Physical Effort

• Ability to lift 40 lbs with or without reasonable accommodation.
• Position requires regular in-town travel for purchasing using a personal vehicle.
• No, or limited exposure to physical risk.
• Work is normally performed in a typical interior/office work environment.
• No, or limited physical effort required.
• No, or limited exposure to physical risk.
• Work is normally performed in a typical interior/office work environment.
• Some work is performed outside of the office using the employee’s personal vehicle.

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