Office Assistant

Dôen•Los Angeles, CA

151d•Onsite

About The Position

The Office Assistant will be responsible for a variety of operational and administrative tasks to ensure the smooth functioning of the office. This role involves coordinating new hire equipment, supporting HR functions, managing office supplies, maintaining facilities, and assisting with company events. The ideal candidate will have strong organizational skills, excellent customer service, and the ability to multitask in a fast-paced environment.

Requirements

Minimum 1 year of experience in an office setting and/or fashion company.
Exceptional time management and multitasking skills.
Ability to work efficiently under pressure.
Stellar customer service attitude with a knack for problem-solving.
Strong attention to detail and organizational abilities.
Exemplary interpersonal skills with demonstrated success in both written and verbal communication.
Excellent computer skills (MAC preferred).
Ability to work under pressure in an environment of constant shifting priorities and changes.
Ability to proactively troubleshoot and problem-solve.

Nice To Haves

Software system proficiency preferred.
Experience with office moves preferred.

Responsibilities

Own new hire equipment purchases, logs, coordination, and delivery to employee(s).
Support HR in employee onboarding and operational training.
Perform updates to systems and programs in partnership with IT and HR, utilizing an organization system to keep track of ongoing projects related to systems management.
Perform administrative activities supporting Operations such as SAP CONCUR. RIPPLING SPEND receipt collection, creation of ship labels, arranging internal driver deliveries, etc.
Help manage day to day operational projects and events as it relates to the office, organization of spaces, and systems.
Support all key business initiatives and strategies and adhere to company policies and procedures.
Facilitate, support, and participate in all operations activities and meetings as assigned.
Monitor key software programs troubleshooting and promptly addressing errors.
Helps maintain and update employee equipment supplies including but not limited to computer, fobs/keys, alarm codes), tracking of employee equipment, and coordination of repairs needed.
In partnership with HR, provides offboarding assistance relating to employee systems and equipment in a timely manner.
Helps office managers with credentials and filter daily requests from employees for all software accounts and systems, including contract renewals across all locations.
Liaise with IT to fix employee equipment and systems issues.
Complete other duties as assigned in a timely manner.
Maintains an organized, clean office environment across location(s) by ensuring that kitchen and restrooms are properly stocked.
Provide front-desk coverage, greeting guests and tending to carrier deliveries.
Helps to ensure efficient operation of all back of house.
Manages incoming/outgoing mail, delivering to respective departments.
Manages schedule for conference and private room meetings as well as community spaces.
Responsible for monitoring and ordering supplies for the office, distributing and replenishing to respective departments in a timely manner.
Maintains organized supply rooms including a schedule for quarterly cleaning.
Helps office manager with external vendors such as plumbers, task rabbits, electricians, etc.
Assists with planning company events (i.e. Holiday party, volunteer events) and securing all supplies and vendors as needed.
Manage set up for in-office line reviews and ensure remote employees have space to meet and work when in-office.
Act as primary contact person with outside vendors as needed, included but not limited to, cleaning service, alarm company, plumbers, electricians, etc.
Assist office manager in office moves in partnership with Operations, IT, and HR teams.