Administration and Events Coordinator

INNOCEAN•Huntington Beach, CA

2d•$24 - $24•Onsite

About The Position

INNOCEAN USA, a full-service advertising agency, is looking for a skilled Administration and Events Coordinator to join our team! The Administration team consistently provides a safe, clean, productive, and well-maintained workplace by planning and delivering professional services that are creative, collaborative, sustainable and supportive of INNOCEAN’s core mission. POSITION OVERVIEW The Administration and Events Coordinator is responsible for certain aspects of day-to-day office operations and administrative tasks for the department. This is an important position in the agency that requires discretion, professionalism, and a high degree of confidentiality. This person will be working with all levels of employees in the agency and a professional demeanor with strong communication skills is essential. An organized self-starter with excellent time management skills will find this a rewarding opportunity. This position is an integral member of the Administration team, which handles facilities services such as the mailroom, reception desk, conference rooms and café. The team works very closely together to provide seamless service to INNOCEAN employees and guests. The Administration and Events Coordinator will be called upon to help or fill-in wherever needed.

Requirements

1+ years of experience working in fast-paced office environment as a receptionist, executive assistant, office manager or similar
Experience working in a large corporate environment including C-Level executives, clients, and a high volume of company events
Customer service skills with professional appearance and communication abilities
Outgoing personality and cooperative attitude
Strong administrative skills to manage inventory, and key responsibilities (listed above)
Experience with Microsoft Office
High attention to detail

Nice To Haves

A valid driver’s license with good driving record is desirable to run occasional errands in company mini-van

Responsibilities

Procurement and management of office supplies
Planning and execution of company events and large meetings
Represent the department at new hire orientation
Prepare workspaces for new hires and issuing welcome kits
Handle of mail and packages, including scanning and distributing mail and checks
Manage the procurement and invoice approval processes
Reconcile the monthly department expense report
Oversee the employee-benefit company car program
Accountable for company “swag” promotional items and corporate gifts
Maintain reference material such as emergency contact and vendor lists
Coordinate with executive assistants and Human Resources on joint projects and events
Update leadership on progression of various tasks and receive feedback
Offer suggestions to improve customer service and efficiency; implement process improvements
Work cooperatively with other members of the Administrative team to provide seamless customer service to INNOCEAN employees and guests, including filling in other roles such as covering the reception desk when necessary