Workable
Office Administrator
Come join VisitorsCoverage, one of Silicon Valley's most successful InsurTech companies, certified as a Great Place to Work®!
We are looking for a full-time Office Administrator to join our HR/Administration team. As an Office Administrator, you’ll manage office supplies and inventory, provide administrative support to employees, and occasionally organize company events. Additionally, you’ll assist the People Operations Manager with clerical tasks related to basic accounting and HR, including processing invoices, maintaining company records and licensing, and supporting onboarding and offboarding processes. You’ll also handle basic IT troubleshooting, manage office budgets, and ensure office policies and procedures are kept up-to-date. As a key member of our team, you’ll contribute to a smooth, productive, and well-maintained work environment.
If you thrive in a dynamic, fast-paced environment, excel in organization and multitasking, and are eager to make a substantial impact in your career, we encourage you to apply.
We are located in Santa Clara, California, and are looking for local candidates only. Must be legally authorized to work in the U.S., no sponsorship will be offered.
What We Do:
VisitorsCoverage is an Insurtech company, located in the heart of Silicon Valley, revolutionizing the way travelers search, compare, purchase, and manage their travel insurance. Imagine a place where buying travel insurance is as easy as ordering an item from your favorite online retailer. You know exactly what the benefits are and what each word on the coverage document means, and you are able to zip through the checkout process. We are obsessed with simplifying Travel Insurance! We wake up everyday thinking of new ways to meet the same expectations that users have from their online retailers and delivery or streaming services. We are a team of people who counter the thought that insurance is boring and love the challenge of delighting our users at every step of their decision-making process.
If this sounds like the perfect role and workplace for you, we encourage you to apply for this position! VisitorsCoverage is on a mission to hire only the best, and we are committed to providing exceptional employee experiences with meaningful work and true work/life balance.
Requirements
Required Skills:
Excellent organizational and multitasking abilities, with a keen eye for detail; willing to play multiple roles.
Strong interpersonal and communication skills, both written and verbal.
Punctual, detail-oriented, extremely organized, and resourceful with a can-do attitude.
Must possess strong computer skills and strong proficiency in office software, including Adobe, Google Docs, Sheets, and Slides (Google Workspace).
Must possess basic IT skills to perform as a help desk; must be tech savvy.
Experience using graphic design tools like Canva to create professional documents or presentations.
General knowledge of accounting processes and functions is a plus.
Familiarity with HR software systems and tools (e.g., HRIS platforms) is a plus.
Ability to maintain confidentiality and handle sensitive employee information with discretion.
Demonstrated ability to work both independently and as part of a team in a fast-paced environment.
Key Responsibilities:
Oversee day-to-day office operations, including managing supplies, equipment, and vendor relationships.
Act as a point of contact for internal and external communications.
Schedule meetings, coordinate calendars, and assist in organizing and planning company outings and events.
Ensure office policies and procedures are up-to-date and followed; serve as the liaison between employees and HR or management regarding workplace policies.
Manage office budgets, including tracking expenses and processing invoices.
Identify and restock all office necessities and perishables as needed.
Provide professional and friendly administrative support for employees.
Manage basic errands to the bank, market, post office, mailbox, etc.
Organize and tidy up files, supplies, office common areas, and kitchen.
Handle all incoming and outgoing packages.
Manage small personal and administrative tasks for the CEO from time-to-time.
Assist HR with on-boarding and offboarding processes, including creating and deactivating emails for new hires and exiting employees.
Reformat laptops and install/uninstall needed software's and apps.
Resolve all basic IT-related issues for employees.
Coordinate recruitment processes, including posting job openings and onboarding new employees.
Support People Operations Manager with performance review processes.
Organize training sessions and ensure compliance with workplace safety and training requirements.
Perform clerical and administrative tasks related to accounting and human resources.
Assist with any additional tasks as required by the HR or management team.
Required Qualifications:
2-3 years of experience in Office Administration is required.
Experience in the Human Resources field is a plus.
Foundational knowledge of Accounting processes is a plus.
Associate's or Bachelor's degree in Human Resources, Business Administration, Communications, or a related field.
Desired Qualifications:
Knowledge of accounting principles and practices.
Knowledge of labor laws and HR best practices.
Prior experience coordinating recruitment and onboarding processes.
Basic understanding of IT support or troubleshooting is an advantage.
Benefits
100% company paid individual medical, dental, & vision insurance coverage
Pet insurance
Paid parental leave
401(k) retirement plan
Paid time off for annual charity or volunteer work
Generous Paid time off
Fitness/Wellness gym stipend
Great work-life balance
The pay range for this position is $28 - $35 per hour, depending on experience level.
Santa Clara, CA, USA
$28-35/hour
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