Office Administrator

Lumicity is a global recruitment company successful in the Tech, Energy, Engineering and Life Science markets. We operate across multiple offices in the US, UK and Europe.

Due to our continued growth in revenue and headcount, our US business is seeking to hire an Office Administrator to support multiple functions of the organization, providing scalability and support to our offices across the US.

You will be based in Los Angeles and primarily support the growth of our Los Angeles offices, with intermittent support to our Miami, Houston & Chicago locations, with further expansion planned.

The role of the Office Administrator is responsible for office administration, contractor care, & contractor compliance. The role will also interface with the Managing Director & President.

RESPONSIBILITIES:

Office Administration

• Liaising with all members of staff in a professional manner.
• Greet and welcome guests as soon as they arrive at the office.
• Direct visitors to the appropriate person and office.
• Responsible for office logistics, ensure office is tidy and presentable, with all necessary stationery and materials.
• Distributing/sorting all mail and deliveries.
• Maintain office security by following safety procedures and controlling access via the reception desk.
• Order office supplies and keep inventory of stock.
• Being responsible for the company credit card invoices.
• Keeping records and receipts of company expenses.
• Event organization such as conferences and team social events.
• Assisting the Recruitment Administrator.
• Assisting with the company’s marketing and social media functions.
• Providing general administrative support to our President and Operations Manager.

Contractor Care & Compliance

• Ensure W2 & C2C compliance in co-operation with our payroll partners
• Create and send out client/candidate contracts
• Upload signed contracts to Bullhorn
• Raise extensions
• Timesheet administration
• Conduct background checks
• Flag non-compliance issues to Legal
• Sales point of contact for contractor queries
• Supporting the team in delivering service calls to all contractors throughout their placement in order to deliver an impeccable service (Welcome call to candidate to introduce to Contractor Care team)
• Ensure that Bullhorn accurately reflects any and all placements for contractors before they commence engagement and send welcome pack info to new contractors.
• Produce and maintain a log of all contractor end dates.
• Ensure that all sales consultants are reminded of any and all contractors approaching the end of their assignment as a minimum of 6 weeks
• Ensure the CRM is kept up to date and accurately reflect the status of each contractor

Qualities/Skills:

• Enthusiastic, proactive attitude, with a flexible approach and the ability to multi-task.
• Excellent communication skills
• Good attention to detail, process driven and methodical.
• Have a strong internal and external personal and professional brand
• Gravitas – professional brand ambassador
• Flexibility and the ability to work on more than one task