Office Administrative Assistant

RoviSys at a Glance  
RoviSys is a leading control systems integrator and provider of comprehensive process automation solutions based in Aurora, Ohio. Since 1989, RoviSys has served large and small clients in a variety of industries and built a quality reputation focused on independent solutions and customer satisfaction. RoviSys expanded it’s operation to California in 2016, and continues to grow in the region. 
  
About the Opportunity  
As an Administrative Assistant, you will serve as the primary support contact for our Thousand Oaks California office, overseeing frontdesk operations, communications, office coordination, purchasing, and general administrative support for all of RoviSys’s West Coast locations (Thousand Oaks, Carlsbad & Walnut Creek). 

Visitor & Reception Management

• Greet visitors and customers upon arrival, ensure they sign in, issue visitor badges, and notify the appropriate staff member.
• Welcome and escort interview candidates to meeting rooms.
• Sign for all deliveries that arrive at the front desk. 

Communication & Call Handling

• Answer incoming phone calls and route them to the appropriate departments or individuals. 
• Distribute incoming USPS mail daily.

Order & Purchasing Administration 

• Order office supplies, including creating purchase orders and managing online orders.
• Email RoviSys purchase orders to suppliers as needed and scan POs to engineers. 

Shipping & Logistics

• Create labels and packing slips for outgoing shipments.
• Schedule freight pickups and manage shipping needs (FedEx, UPS, etc.).
• Order FedEx/UPS shipping materials (boxes, envelopes, pouches) as needed.

Office & Facilities Coordination

• Ensure all west coast office kitchens and snack areas remain fully stocked. 
• Assist office personnel with monthly cleanups of kitchen and common areas. 
• Assist all offices with remodels, furniture procurement and decorations. 
• Assist with asset management and storage area organization 
• Coordinate with building maintenance for facility-related issues (HVAC, door systems, etc.).
• Conduct monthly office safety inspections.
• Order all personal protective equipment for West Coast locations 

Administrative & Financial Support

• Order lunches as needed; label receipts with job numbers for invoice reconciliation. 
• Assist RoviSys Activities Committee with event planning and coordination. 

• 2 years of applicable experience preferred. 
• Willingness to undertake assignments involving unfamiliar subjects, with the aptitude to learn quickly. 
• Reliable transportation with willingness to travel between West Coast offices occasionally 
• Basic understanding of Microsoft Office 365 applications. 
• Must have strong verbal and written communication skills. 
• Strong organizational and prioritization skills. 
• Strong team collaboration.  
• Highly motivated to work independently and productively.   
• Candidates must be authorized to work in the U.S. without RoviSys sponsorship. 

Competitive Hourly Rate: $24-28/hr, depending on experience  
Full Benefits Package: Medical, dental, and vision coverage  
Retirement Ready: 401(k) with company match  
Time Off: Generous PTO which includes vacation, holidays, and unlimited personal time  
Grow With Us: Ongoing training, certifications, and professional development support