Office Assistant
About The Position
Our story is simple: we’re a real estate company focused on epicenters of innovation for media and tech. That was our Chairman and CEO Victor Coleman’s vision when he founded the company in 2006. He began building a seasoned team, purchased two Hollywood studio lots, and dramatically expanded our California office footprint by taking the company public in 2010. Today, from our Los Angeles headquarters, to Silicon Valley, to San Francisco, to Seattle, to Vancouver and beyond, we own, transform, build and operate marquee office and studio properties. Fortune 500, premier growth companies and groundbreaking start-ups, with an emphasis on those in the media and tech industries, call these properties home. Our expertise and our industry relationships enable us to access markets and assets ahead of the curve. We concentrate on where the talent is and wants to be—just like our tenants and clients. We work closely with them to find and create the perfect environment, and to provide the services that enable their employees to thrive. We build, we create value and we’re always looking towards what’s next.
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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
