Administrative Assistant

A Community Of Friends•Los Angeles, CA

16d•$25 - $30

About The Position

As a member of the Administration Department, the Administrative Assistant I will provide efficient and timely support of the office operations to enhance the work of the organization. This position serves as the first point of contact for visitors, tenants and/or persons seeking housing. The Administrative Assistant will answer and route calls, guide visitors to the appropriate parties, field interdepartmental communications, and perform office tasks. In addition, they will issue and track company cell phones to employees. They will answer emails, process and distribute mail, requisition of supplies, receive, submit and track trouble reports; as well as additional clerical duties as assigned by the Senior Manager of Administration. Provide general clerical office support for staff members which includes typing, filing, and creation of correspondence and spreadsheets. Greet and direct visitors to the appropriate parties and provide housing information to visitors. Maintain voicemail systems; such as directory and greetings. Assists in the ordering, receiving, stocking and distribution of office supplies. Maintain and routes mail including coordination of pick-up and delivery of express mail services. Ensure that the community office areas are well-maintained and organized. Assist with set-up and clean-up for meetings and luncheons. Trouble shoot on non-functional office equipment. Serve as liaison with Building and Parking Management. Maintain and distribute parking validations and issue parking cards. Conduct and maintain inventory for the main office and satellite offices. Issue company cell phones, maintain billing, and update cell phone matrix Create new hire E-Binders. Process Trouble Tickets, Move / Add / Change Forms and follow up on service calls Update directories, calendars, and organizational charts. Other duties as assigned.

Requirements

High School Diploma or GED
Three (3) to five (5) years’ experience working in an office environment
Three (3) years’ using Microsoft Office Suite programs, Word, Excel and Outlook
Two (2) years creating office correspondence
Ability to lift 25 lbs
Valid California Driver License
Access to a personal vehicle to be used to conduct ACOF business
Ability to meet California minimum and ACOF insurance requirements
Ability to pass background check including Live scan fingerprinting

Nice To Haves

Excellent verbal and written communication skills
Five (5) plus years’ experience working in an office environment
Four (4) plus years’ using MS Office Suite programs - Word, Excel, PowerPoint, and Outlook
Google Docs experience preferred
Experience with Canva preferred
Experience identifying and tracking deadlines
Ability to organize own work, coordinate projects, set priorities, meet, and track deadlines and follow up on assignments with minimum direction
One (1) year experience working in an affordable housing environment
Sound judgment, excellent problem-solving skills
Ability to interact with a variety of internal and external individuals
Ability to prioritize and manage multiple projects simultaneously
Strict adherence to confidentiality of sensitive information
Bilingual – English/Spanish preferred

Responsibilities

Answer and route calls
Guide visitors to the appropriate parties
Field interdepartmental communications
Perform office tasks
Issue and track company cell phones to employees
Answer emails
Process and distribute mail
Requisition of supplies
Receive, submit and track trouble reports
Provide general clerical office support for staff members which includes typing, filing, and creation of correspondence and spreadsheets
Greet and direct visitors to the appropriate parties and provide housing information to visitors
Maintain voicemail systems; such as directory and greetings
Assist in the ordering, receiving, stocking and distribution of office supplies
Maintain and routes mail including coordination of pick-up and delivery of express mail services
Ensure that the community office areas are well-maintained and organized
Assist with set-up and clean-up for meetings and luncheons
Trouble shoot on non-functional office equipment
Serve as liaison with Building and Parking Management
Maintain and distribute parking validations and issue parking cards
Conduct and maintain inventory for the main office and satellite offices
Issue company cell phones, maintain billing, and update cell phone matrix
Create new hire E-Binders
Process Trouble Tickets, Move / Add / Change Forms and follow up on service calls
Update directories, calendars, and organizational charts