Office Assistant

Hudson Pacific Properties•San Jose, CA

59d•$26 - $31•Onsite

About The Position

Responsible for the professional and efficient management of visitors, vendors, and clients, as well as telephone calls and messages, and for a variety of clerical duties that support the regional office. The Office Assistant also maintains office operations by receiving and distributing communications, maintaining office supplies and equipment, serving clients. They represent the Company to both internal staff and external clients in a manner that is consistently professional, knowledgeable, tactful, poised, and efficient.

Requirements

1-2 years office administration or office assistant experience required.
Excellent computer skills and demonstrated working knowledge of computers and software including MS Windows, Word, Excel and PowerPoint.
Extremely flexible, proactive, highly organized, and ability to shift priorities, multi-task, and handle heavy work flow processing under time-sensitive deadlines.
Ability to work under pressure and manage competing priorities while staying focused and meeting deadlines without sacrificing accuracy.
Strong verbal/written communication skills, with the ability to interact well with all levels of corporation.
Polished professional demeanor with strong presentation and interpersonal skills.
Ability to maintain confidentiality and follow through to complete tasks.

Nice To Haves

Bachelor’s Degree in business or related field preferred.

Responsibilities

Organize and coordinate office operations and procedures to ensure organizational effectiveness and efficiency.
Maintain office and kitchen tidiness.
Order and retrieve food deliveries.
Answer phones and transfer calls to the appropriate staff member.
Take and distribute accurate messages.
Greet the public and clients and direct them to conference rooms or offices.
Coordinate messenger and courier services.
Assist with special events such as board meetings or VIP client arrivals.
Receive, sort, and distribute incoming mail.
Prepare all outgoing mail with addresses and correct postage.
Coordinate conference room schedules and appointments.
Update and maintain the internal phone list for the office.
Maintain office aesthetics and the upkeep of non-IT-related equipment.
Maintain current inventory.
Anticipate supply needs.
Order and manage all office supplies and office furniture.
Process vendor invoices through Nexus payables.
Oversee and implement green and recycling initiatives.
Perform work-related errands as requested, such as going to the post office.
Coordinate with the building maintenance team for repairs and maintenance.
Provide administrative support as needed to the Portfolio Manager, VP of Portfolio Management, and Property Teams.
Perform miscellaneous duties as assigned.