Administrative Assistant
Los Angeles, CA
Full Time
Mid Level
We are seeking an Administrative Assitant in Los Angeles, CA 90025.
Client (type/ industry) : Investment/Real Estate
Working Location: Los Angeles, CA; Onsite, but Hybrid optional (1day WFH)
Employment Type : Full-time (Non-Exempt)
Salary : $60,000 - $70,000 + Full Benefit
<General Position Summary>
This position is responsible for serving as IT support, working with the third-party IT vendor on assignment, and performing all general office administration functions for the Company. This position interacts with all employees on a daily basis through email, phone, chat, and in person.
<Essential Job Functions>
OFFICE ADMINISTRATION
・Serve as the primary point of contact for the Company for general incoming inquiries by phone or by email or in person.
・Maintain clean office and kitchen inventories and order materials and supplies.
・Maintain conference room schedule and ensure that conference rooms are well maintained.
・Greet guests and visitors upon arrival at the office and assist them with any requests or needs.
・Manage the Company’s property and office facilities, including communicating with landlord and vendors.
・Support the office manager and coordinate the Company meetings and events.
・Support the office manager with business travel arrangements such as air, hotel, transportation, limousine, restaurant, and event booking
・Help other employees with various tasks, as needed, (i.e., collecting and gathering information).
・Handle any office administrative and executive work-related payables and expenses, including timely processing of all expense reimbursements.
・Maintain and update data and files, especially the company office asset list (supplies, keys, furniture, equipment, etc.).
・Assist Office Manager and Accounting Department with invoice payments, as needed.
<System and IT SUPPORT>
・Serve as a primary contact person for the system and IT helpdesk support within the company for troubleshooting and escalating issues to Third-Party IT Vendors.
・With a high sense of urgency, understand and analyze issues promptly and coordinate troubleshooting.
・Renew and maintain up-to-date computer and network security systems for the entire organization.
・Perform routine maintenance of the office computers and telephones periodically.
・Initiate and complete employee onboarding/offboarding IT access and set-ups of all peripherals, working with Third-Party IT vendors.
・Maintain confidential data and information within the department.
・Keep office assets up to date both in CA and NY offices and tag all IT inventory in the list properly.
・Prioritize the projects and report the status to the team.
<OTHER & MISCELLANEOUS>
・Perform special projects and other miscellaneous duties as assigned by a senior staff member and upper management in HR/Administration as well as the back-office team.
・Water plants, move them for sunlight on weekends, and check their health.
・Perform inventory counts on snacks and gather feedback from coworkers about preferences.
・Maintain high ethical standards in the workplace.
・Maintains good communication with management, office staff members, and outside contacts.
・Complies with all company policies and procedures.
・Responsible for maintaining a clean and safe working area.
<Qualifications Education＞
Associate degree (A.A.) from a two-year college or university; or equivalent combination of education and experience.
＜Work Experience＞
・Minimum 3+ years of office administration at a corporate level of environment.
・IT-related assistance or support including any other system experience.
・Excellent written and verbal communication skills in English and Excel.
・Versatile ability as an office generalist and working independently and being proactive.
・Excellent time management skills and the ability to prioritize work.
・High proficiency in the use of technology, especially office computers, software, system, and equipment.
Client (type/ industry) : Investment/Real Estate
Working Location: Los Angeles, CA; Onsite, but Hybrid optional (1day WFH)
Employment Type : Full-time (Non-Exempt)
Salary : $60,000 - $70,000 + Full Benefit
<General Position Summary>
This position is responsible for serving as IT support, working with the third-party IT vendor on assignment, and performing all general office administration functions for the Company. This position interacts with all employees on a daily basis through email, phone, chat, and in person.
<Essential Job Functions>
OFFICE ADMINISTRATION
・Serve as the primary point of contact for the Company for general incoming inquiries by phone or by email or in person.
・Maintain clean office and kitchen inventories and order materials and supplies.
・Maintain conference room schedule and ensure that conference rooms are well maintained.
・Greet guests and visitors upon arrival at the office and assist them with any requests or needs.
・Manage the Company’s property and office facilities, including communicating with landlord and vendors.
・Support the office manager and coordinate the Company meetings and events.
・Support the office manager with business travel arrangements such as air, hotel, transportation, limousine, restaurant, and event booking
・Help other employees with various tasks, as needed, (i.e., collecting and gathering information).
・Handle any office administrative and executive work-related payables and expenses, including timely processing of all expense reimbursements.
・Maintain and update data and files, especially the company office asset list (supplies, keys, furniture, equipment, etc.).
・Assist Office Manager and Accounting Department with invoice payments, as needed.
<System and IT SUPPORT>
・Serve as a primary contact person for the system and IT helpdesk support within the company for troubleshooting and escalating issues to Third-Party IT Vendors.
・With a high sense of urgency, understand and analyze issues promptly and coordinate troubleshooting.
・Renew and maintain up-to-date computer and network security systems for the entire organization.
・Perform routine maintenance of the office computers and telephones periodically.
・Initiate and complete employee onboarding/offboarding IT access and set-ups of all peripherals, working with Third-Party IT vendors.
・Maintain confidential data and information within the department.
・Keep office assets up to date both in CA and NY offices and tag all IT inventory in the list properly.
・Prioritize the projects and report the status to the team.
<OTHER & MISCELLANEOUS>
・Perform special projects and other miscellaneous duties as assigned by a senior staff member and upper management in HR/Administration as well as the back-office team.
・Water plants, move them for sunlight on weekends, and check their health.
・Perform inventory counts on snacks and gather feedback from coworkers about preferences.
・Maintain high ethical standards in the workplace.
・Maintains good communication with management, office staff members, and outside contacts.
・Complies with all company policies and procedures.
・Responsible for maintaining a clean and safe working area.
<Qualifications Education＞
Associate degree (A.A.) from a two-year college or university; or equivalent combination of education and experience.
＜Work Experience＞
・Minimum 3+ years of office administration at a corporate level of environment.
・IT-related assistance or support including any other system experience.
・Excellent written and verbal communication skills in English and Excel.
・Versatile ability as an office generalist and working independently and being proactive.
・Excellent time management skills and the ability to prioritize work.
・High proficiency in the use of technology, especially office computers, software, system, and equipment.
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