JOB ID: EB-9835857764
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POSITION
Office Operations Assistant (Contract)
HOURS
8am – 4:30pm
Monday – Friday (5 days in office)
OVERVIEW
The individual in this position is responsible for providing daily Receptionist Support, File Room Support and coverage in partnership with the West Coast Administrative Manager and assisting the West Coast Facilities Manager in all aspects of project implementation as needed. Responsible for completing a wide range of administrative and facilities tasks in a timely manner and with high-performance standards. Attention to detail, best practices, ability to multi-task, commercial excellence and consistency in delivery are musts.
ATTRACTIVE FACTORS (for permanent employees)
- Work/life balance
- Full kitchen: breakfast, lunch and dinner
- Gym/wellness reimbursement ($750 annually)
- Commuter benefits ($475 monthly)
- Company outings (Giants games, happy hours, holiday parties)
- Large, tight-knit admin team
KEY RESPONSIBILITIES
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Open Reception & office, provide oversight of Reception activities, assist with complex requests in conference rooms and iOffice/Eptura.
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Act as backup support and daily break coverage for Reception and File Room team.
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Primary phone line coverage and knowledge of phone systems / switchboards.
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Attend to visitors and greet guests, alerting the appropriate Assistant of their arrival.
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Manage meeting requests in global conference room booking system, including video/audio teleconferencing meetings, meals and events.
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Review all bookings for accuracy and completeness (i.e. number of guests, guest names, IT/Kitchen requirements, etc.); contact the appropriate Assistant for missing information.
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Partner with Reception team to ensure appropriate day to day coverage.
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Coordinate day to day facilities activities, daily service calls, preventative maintenance, and support systems.
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Troubleshoot facilities maintenance, complaints and problems (e.g. air-conditioning, heating, electrical, mechanical and office appearance)
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Liaison with Building management for in-house maintenance needs and garage access cards, handle insurance certificates and access for outside vendor deliveries and freight elevator reservations
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Point of contact for vendors and building management relating to access, scheduling, walk-throughs, and retrieving information.
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Confirm/monitor scope of vendor services for routine maintenance (carpets, glass cleaning, kitchen) to proactively identify areas of work and to endure contract standards are met.
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Assist employees with facilities requests – desk, monitors, temperature, janitorial and technology.
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Coordinate and prepare for internal employee office moves and new hires, including
- interfacing with Manager(s) and IT, telephones, and office administration.
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Maintain and update floor plans in iOffice/Eptura.
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Coordinate and Assist on- and off-boarding tasks such as building badge access and coordinating with Business Manager(s) and IT for systems access and phone.
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Assist with contract maintenance schedules for cleaning, updates, inspections, etc.; update and maintain preventative maintenance log and contact list.
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Assist Office Operations Coordinator with office events and activities.
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Other – prepare reports, presentations for management reporting as requested.
TOP KEYS FOR CLIENT
- 1-3 years’ experience in a similar role; college degree preferred
- Financial industry knowledge highly desirable
- Excellent writing, editing, and verbal communication skills
- Advanced computer skills using Microsoft Office Suite: Word, Excel, PowerPoint and Outlook; able to quickly and accurately produce/edit Excel spreadsheets and PowerPoint presentations. Knowledge of Concur Expense Solutions a plus
- Excellent diplomatic skills; skilled at developing and maintaining personal, social, and business relationships representing the company in a professional manner
- Highly developed planning and organizational skills; able to anticipate change, adjust responses accordingly, and initiate steps to maximize resources toward a common objective
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Superior time management skills; critical thinker with strong attention to detail