Administation in San Diego, California at Xxaler Inc

Position Summary

The Administration / Office Manager is responsible for managing day-to-day office operations, overseeing administrative functions, providing executive support, and supervising the customer service department. This role ensures efficient office workflows, high-quality customer interactions, and reliable support for company leadership.

Key Responsibilities

Office Management

Oversee daily office operations: reception, mail, office supplies, facilities, and vendor relationships.Maintain office organization, safety, and cleanliness.Manage office budgets, purchase approvals, and expense tracking.Coordinate office equipment maintenance and IT support escalation.

Administrative Management

Develop, document, and maintain office policies, procedures, and standard operating procedures (SOPs).Ensure accurate and timely recordkeeping for HR, payroll, billing, and other administrative files.Handle confidential documents and maintain compliance with company policies and applicable laws.Prepare and distribute internal communications, reports, and meeting materials.

Executive Support

Provide high-level administrative support to executives (calendar management, travel arrangements, meeting coordination, correspondence).Draft, proofread, and format business communications, reports, and presentations.Manage special projects and follow-up to completion as directed by leadership.

Customer Service Oversight

Supervise the customer service team: assist in hiring, training, scheduling, performance reviews, and development.Establish and enforce customer service standards, scripts, and escalation procedures.Monitor call volume, response times, customer satisfaction metrics, and implement improvements.Resolve escalated customer issues and coordinate with operations, billing, and field teams to ensure timely resolution.

Operational Support

Coordinate cross-functional communication between customer service, operations, sales, and finance.Assist with invoicing follow-up, accounts receivable coordination, and basic billing queries.Support the Route Managers and pickup/delivery scheduling as needed.Contribute to process improvement initiatives and help implement new systems and technologies.

Qualifications

3–5 years of office/administrative management experience; customer service experience preferred.Strong organizational, written, and verbal communication skills.Proficiency with MS Office (Word, Excel, Outlook) and experience with CRM/ERP or dispatch software.Demonstrated ability to handle confidential information with discretion.Excellent problem-solving skills and attention to detail.Valid driver’s license a plus.

Core Competencies

Leadership and team developmentCustomer-focused mindsetTime management and prioritizationProcess orientation and continuous improvementProfessionalism and confidentiality

Working Conditions

Primarily office-based with periodic visits to production, warehouse, or client sites.Occasional early mornings, evenings, or weekend availability may be required.