- 203832 - Office Coordinator
- CA-Central California
- Santas Monica
- 6 months
Chipton-Ross is seeking an Office Coordinator for a contract opportunity in Santa Monica, CA.
In this position you will serve as the face of the brand as the front desk receptionist and facilitator of all office related matters. In addition to greeting visitors, handling incoming calls, and performing general administrative duties to the front desk and office as a whole, you will manage in-office events and hospitality. The office coordinator will also serve as the point of contact to the Great Lakes Region General Manager when general administrative duties arise.
#MANAGE FRONT DESK OPERATIONS
Act as first responder to general inquiries
Warmly greet and direct guests, visitors, clients, and solicitors in the proper direction
Receive mail, package, and courier and food deliveries
Sort & distribute incoming mail Assist employees with outgoing mail & shipping needs Answer questions regarding general office operations from employees.Provide information to callers and direct them to the proper person or department
Complete various building operations projects as assignedTroubleshoot A/V, phone systems, printer/copier/fax problems and arrange repairs of office equipment; Maintain knowledge of how all systems function
Set up printer and IT service calls when necessary; Refill/replace toner and paper on a frequent basis
Ensure office entry/foyer area is a premium representation of the brand & experience
Responsible for streaming content through the office
#MANAGE DAILY OFFICE ACTIVITIES
Manage and maintain office supply inventory including: Manage product inventory and maintain spreadsheets. Restock pantry coffee/snacks/supplies first thing each morning and as needed throughout the day
Manage all outside vendors who do business or have work contracts for the Chicago office (i.e., cleaning and repair services)
Clean and set up new hire desks with supplies, phone, etc.Order and stock supplies (bi-weekly): Office supplies (Staples), printer/fax/copier toner, mailing supplies, kitchen supplies, stationery, snacks and fruit, coffee refill, water refill, product (when necessary)
Manage conference room approvals through Outlook; Move groups around to accommodate all meetings
Meeting contact and on-site support for HQ guests
Manage general vehicle fleet issues at the office, including car pick up/transfer from office
Liaison to landlord for building repairs, heating/AC issues, trash/recycling, parking lot, etc.
Serve as first point of contact to HQ IT team for:
o Network upgrades
o Office internet
o Office Wi-Fi
o Network printers/copiers/fax machines/postage machine
o IT closet infrastructure maintenance
Maintain reception area, office common areas, restrooms, printing stations, mail room, kitchen, bar and conference rooms
Coordinate cleanup for events and meetings with relevant EA/AA’s and support staff
Manage trash and recycling procedures
Oversee and act as liasion with building operations vendors including: cleaning company, plant/floral vendor, pest control, alarm company, handyman, lighting etc.
Address janitorial concerns with vendor and on-site staff
Office first responder and primary contact for Alarm Company
Maintain employee alarm code list & employee office access
Handle office vendor payments and citations
Communicate with Finance regarding city regulations (i.e. business licenses, etc.)
Handle requests for furniture repair and/or replacement; Help orchestrate moves if needed
Maintain office seating chart; Manage additional seating requests and moves
2-3+ years of experience in office management or administration
Experience performing administrative and clerical tasks
Ability to work independently and in a proactive manner
Highly organized and able to multi-task in a fast-paced environment
Knowledge of office management, procedures, A/V equipment and basic technology
Advanced skills in Microsoft Word, Excel, PowerPoint, and Outlook
Exemplary communication skills (written and verbal)
Ability to manage multiple projects simultaneously
Ability to work with multiple managers and personality types
Ability to brainstorm, coordinate and execute social engagements and events
Accredited Bachelor's Degree
Employment will be contingent on clearing a drug screen and background check. Both must clear prior to start date.
420 Culver Boulevard
Playa Del Rey, CA 90293
Phone: (310) 414-7800 x183 or (800) 927-9318 x183
Candidates responding to this posting must currently possess the eligibility to work in the United States. No third parties please.
Employment will be contingent on candidate clearing pre-employment drug screen and background check.
Chipton-Ross provides equal employment opportunities to all employees and applicants for employment without regard to race, color, creed, religion, national origin, sex (including pregnancy), age, disability, sexual orientation, gender identity and/or expression, protected veteran status, genetic information, or any other characteristic protected by Federal, State or local law. This policy governs all areas of employment at Chipton-Ross, including recruiting, hiring, training, assignment, promotions, compensation, benefits, discipline, and terminations.