US Office Manager & Sales Support - Job Description

International Petroleum Products & Additives Co., Inc. (IPAC)
Location: San Ramon, CA
Employment Type: Full-time

Position Summary

US Office Manager & Sales Support Role manages IPAC’s day-to-day office requirements and ensures a safe operating environment while managing office processes to keep admin functions operating efficiently.  This role also spends a significant amount of time supporting IPAC’s global sales team and senior management in generating key sales reports, tracking sales opportunities, sample progress, and sales tradeshow costs.  The role utilizing IPAC’s CRM system, excel and other Microsoft Tools along with calendar planning for global trade shows, meetings and key conferences.  Strong computer skills, communication capability, and efficient task management are key skills to be a success in the role. 

Key Responsibilities

Office Management

• Maintain, update, and distribute IPAC Staff Directory and Org chart as needed
• Coordinate any repairs or service needs for appliances or equipment (printers, appliances, etc.).
• Manage office support agreements, review invoices and validate correctness, and process invoices.  Focus on monthly copy count with copier company to ensure IPAC maintains contract limits.
• Manage Choice Telecom office phone setup and requirements in office - (add / delete / maintenance / troubleshooting)
• Main point of contact for building announcement distribution, maintenance service requests.
• Point of contact for office building safety and protocol updates. Schedule staff training and provide information on weather, safety, fire, evacuation protocols.
• Coordinate office supply & inventory levels of consumable / business card ordering, track spending, and provide spend update to CEO when requested.

• Coordinate transportation for senior management, out of town key employees, customers, or suppliers when requested.
• Manage any tasks assigned by CEO for completion as required throughout the year.

Sales Operations Management

• Input and track all opportunities and prospects – work with VP Global Sales on progress and areas for improved reporting/tracking.   Provide monthly report to senior management team
• Work with technical sample manager and track all sample requests on a quarterly basis.  Seek feedback from sales personnel on progress and track on closed sales from sample efforts – provide report to senior management.

• Key computer skills required include MS Excel, PowerPoint and Word use
• Coordinate mass price changes for market pricing changes with sales representatives – ensure all customer pricing is submitted through eChempax (CRM), reviewed and set up for final approval by management.

Event/Trade Show/Conference Coordination

• Proactively create, maintain, and update master calendar of events plus attendees’ coordination
• Oversee booth, sponsorship, tradeshow costs ensuring timely payments, tracking, and coordinating future support
• Create expense report tracking prior and following the event for all attendees and associated spend.
• Track opportunity results from each IPAC attendee of the event and provide results/summary to management – showcase return on spend for show
• Research Holiday Party venue, accommodations, develop proposals for CEO and gain final approval and then track expenses.
• Coordinate all details for superb party and sales meeting event 

Human Resources Onboarding

• Assist HR Vice President with onboarding new candidates to the company.
• Obtain and manage required documents.
• Ensure onboarding checklist is completed and provided back to HR Vice President when completed – elevate any issues with onboarding to the HR VP
• Complete any other assigned tasks as required for new personnel onboarding

General Office Support

• Manage front door access and alarm system - badge distribution and management
• Oversee postage machine & manage mail, FedEx, UPS shipments
• Accounts Payables scanning, filing, and storage

• General tasks assigned by Senior Management or CEO

Experience & Minimum Job Requirements

• Full in office role – 5 days per week
• Must be able to lift boxes of files and desk computer equipment & monitors.
• Minimum 10 years of office management and executive administration experience
• Excellent computer skills – including use of MS Excel, PowerPoint and Word
• Ability to achieve tasks with minimal supervision, excellent task management & communication skills
• Good leadership in managing the office and recommendations to CEO for office needs.
• Sales operations background in working with CRM systems a plus for the role
• Notary certification a plus
• Salary will be depending upon relevant experience and qualifications.