Seeking a warm and personable, full-time Office Coordinator for our asset management office. In this highly visible role, you will act as an ambassador for the firm as you direct incoming communications and greet employees, clients, vendors and guests in a professional setting. You will ensure seamless operations by overseeing communal office spaces, employee lounge/kitchen, and assisting with up-to-the minute administrative needs. This position is not remote or hybrid and office hours are Monday thru Friday from 7:00 a.m. to 3:30 p.m. A professional and dependable Office Manager with a positive attitude, who possesses excellent communication and organizational skills, and a client service-oriented approach, will thrive in this rewarding role.
Key Responsibilities (include but are not limited to):
Answering main phone lines and greeting guests in a pleasant and professional manner.
Resource for internal/external contacts on general office inquiries and administrative requests.
Maintain employee whereabouts calendar and onsite employee whereabouts throughout day.
Incoming mail distribution (receiving, sorting, delivering, ensuring timely mail communications).
Process all outgoing postage and deliveries via USPS postal machine, FedEx and/or UPS.
Oversee all communal office spaces, conference rooms, employee lounge and reception area.
Office maintenance and inventory responsibilities including ordering office and kitchen supplies.
Coordinate catering for onsite client and staff meetings and/or firm wide employee luncheons.
Scheduling of conference rooms for onsite client, prospect, vendor, and/or staff meetings.
Maintain onsite storage and file cabinets and offsite records storage via multiple vendors.
Maintain office support services and equipment not supported by IT department (printers, copiers, scanners, fax machine, binding machine, toner, postal machine, kitchen appliances, etc.).
Maintain and manage various projects on behalf of senior management including but not limited to: accounts payable/receivable, soft dollar processing, brokerage statements, offsite storage, scanning projects, etc.
Handling additional duties as needed to meet ongoing needs of the organization including but not limited to: floor fire warden, employee events, holiday fundraisers, toy drives, etc.
Provide general administrative support as requested including but not limited to: office errands, filing, travel arrangements, expense reimbursements, mass mailings, company events, etc.
Qualifications:
Office coordinator and reception experience in a professional environment is required.
Strong proficiency using MS Office applications (Word, Excel, Adobe) and Microsoft Outlook.
Experience working with NetSuite, Sage 50 Accounting (Peachtree), and QuickBooks is a plus.
Excellent attention to detail, strong organizational skills, and handling multiple tasks efficiently.
Professional demeanor and appearance is required, and being dependable and punctual.
Ability to establish a rapport with multiple levels of management, staff, and vendors.
Excellent written and communication skills; strong client service skills preferred.
Ability to work effectively independently and within a team environment.
Warm and personable with a positive, “can-do” attitude.
Experience working with IP Phone System is a plus.
Associate’s Degree or equivalent is required.
Position based in Los Angeles (Century City).
This is a not a hybrid or remote position.
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization. The essentials of the position include, but are not limited to, the above-mentioned duties.
Employer-provided benefits
Medical Insurance
Life Insurance
Paid Time Off
401(k) with Employer Safe Harbor Contribution
Monthly Parking
Paid maternity/paternity leave
Employee Assistance Program
Employee Discount Programs
