POSITION DESCRIPTION
Position: Office Administrator
Business Unit: Acronym
Reports to: Name, Title
FLSA status: Full-time/part-time, Exempt/non-exempt
Summary:
We are looking for a qualified & experienced Office Administrator/Executive Assistant to support office administration, light bookkeeping (in conjunction with our Controller) and the CEO and COO. This role is responsible for managing the day-to-day operations of FPT’s Richardson office, including administrative functions in support of two executives. The candidate will interface with a variety of clients and executives both internally and externally, via phone and in person.
Essential Functions:
OFFICE ADMINISTRATOR RESPONSIBILITIES:
Manage Richardson office operations, including equipment upkeep, vendor services, etc.
Liaison to offices in other US cities, site logistics
Manage video conference scheduling system
Plan and organize special office events/activities
Ensure office supplies are stocked and ordered as requested
Assist with new hire on-boarding (i.e., logistics — workstation setup, VISA, H1-B documentation)
Responsible for distributing all mail and communications
Collecting and reviewing all receipts and expense reports in accordance with policy
Escalating accounting, finance, and tax issues, requests, phone calls to accounting
Obtaining all approvals on expense reports, cash advancements, and check requests
Filing paperwork for new employees and consultants, both hard and soft copies
Daily/weekly filling of completed accounting, HR and Contractual documentation
EXECUTIVE ASSISTANT RESPONSIBILITIES:
Relieve executives of administrative type functions (i.e., manage calendars, schedules, conference calls, arrange meetings, prepare expense reports, reconcile monthly credit card expenditures, etc.)
Some telephone support required (answering calls).
Coordinate travel arrangements, including all accommodations and detailed itineraries
Serve as liaison to senior management, employees and external business partners
Prepare correspondence, reports and other documents with the highest degree of discretion and confidentiality
Manage special projects as assigned
Essential Requirements:
Prior experience as an Executive Assistant to senior level executives (Director or above)
Prior experience in an office or operations environment
Exceptional interpersonal, oral and written communication skills
Knowledge of software or IT company operations highly desired
Knowledge of International workflow and Visa issues preferred
Ability to multi-task and work well under pressure with time sensitive deadlines
Proactive and able to thrive in a team-oriented environment
Organized and detail-oriented a must Strong analytical skills and ability to handle complex projects
Solid MS Office skills (Word, Outlook, Excel, PowerPoint)
Familiarity with QuickBooks
Ability to speak Vietnamese is a plus
Desired Experience/Skills:
Nice to have’s, not essential to performing the job.
FPT-USA Corp is an equal opportunity and affirmative action employer that does not discriminate on the basis of race, national origin, religion, age, color, sex, disability, or veteran status, or any other characteristic protected by local, state or federal laws, rules or regulations.
Contact person:
Paige Gibbs- FPT USA
Technical/ Corporate Recruiter
801 East Campbell Rd., Suite 525, Richardson, Texas 75081, USA
903-467-7041
paige.gibbs@fpt-software.com
