Office Assistant

Hudson Pacific Properties•San Francisco, CA

9d•Onsite

About The Position

The Office Assistant is responsible for the professional and efficient management of visitors, vendors, clients, telephone calls, and messages as well as a variety of clerical duties that support the regional office. They maintain office operation 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 at all times professional, knowledgeable, tactful, poised, and efficient.

Requirements

1-2 years of 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

Organizing and coordinating office operations & procedures in order to ensure organizational effectiveness and efficiency.
Maintaining office and kitchen tidiness.
Ordering and receiving food deliveries.
Answering phones and transferring to the appropriate staff member.
Taking and distributing accurate messages.
Greeting public and clients and directing them to conference rooms or offices.
Coordinating messenger and courier service.
Assisting with special events such as board meetings or VIP client arrivals.
Receiving, sorting and distributing incoming mail.
Preparing all outgoing mail with addresses and correct postage.
Coordinating conference room schedules and appointments.
Updating and maintaining internal phone list for the office.
Maintaining office aesthetics & upkeep of non-IT related equipment.
Maintaining office efficiency by maintaining current inventory, anticipating supply needs, and ordering & managing all office supplies and office furniture.
Processing vendor invoices through Nexus payables.
Overseeing and implementing Green & Recycling Initiatives.
Performing work related errands as requested such as going to the post office.
Coordinating with building maintenance team for repairs and maintenance.
Providing administrative support as needed to Portfolio Manager, VP of Portfolio Management and Property Management.