Office & IT Support Assistant

Little Tokyo Service Center • Los Angeles, CA

2d • Onsite

About The Position

The Office & IT Support Assistant helps keep Little Tokyo Service Center’s main office running smoothly and supports staff, clients, residents, and visitors. The role combines front-desk reception, clerical and administrative work, office and facilities coordination, and day-to-day IT support. It provides administrative and project-based support to the Operations Team, including the IT Manager, and is fully in person at the organization’s main office in Downtown Los Angeles.

The position is responsible for maintaining the agency vehicle and driving it to maintenance appointments. It also supports office access and onboarding, agency phones, facilities, events, office organization, and routine IT troubleshooting. The role reports to the Assistant Director of People and Operations and may include participation in organization and community events, including weekends, when necessary or expected.

Requirements

• At least one year of administrative experience or an associate’s degree in a related field, such as Interdisciplinary Humanities/Social Science or Computer Science/Information Systems. Equivalent education or experience may substitute for minimum qualifications except where legal requirements apply.
• Strong organizational, task-management, and attention-to-detail skills.
• Strong written, verbal, and interpersonal communication skills.
• Experience in a culturally diverse setting and demonstrated cultural competency skills.
• Proficiency with Google Workspace and ability to learn new software.
• California driver’s license and eligibility under the organization’s insurance driving-record requirements: at least two years of driving experience; no major moving violations in the past four years; and, in the past three years, no more than four total infractions, including no more than two at-fault incidents, three minor moving violations, and four non-moving violations.
• Proof of eligibility to work in the United States.
• Ability to drive the agency vehicle for maintenance appointments; alternative transportation is not applicable to this essential duty.
• Ability to perform the position’s essential functions, with reasonable accommodations available in accordance with applicable law.

Nice To Haves

• Technical IT troubleshooting and IT support experience.
• Customer service experience or demonstrated ability to handle conflict through de-escalation.

Responsibilities

• Greet and assist clients and visitors; manage access to the parking garage, building, and office; and connect visitors with appropriate services or staff.
• Answer, screen, and direct phone calls, and take messages.
• Provide professional, respectful support to staff, clients, residents, and visitors.
• Perform clerical work, including distributing mail and packages, managing meeting-room reservations, tracking office lending items, setting up onsite staff meetings, and entering data.
• Serve as a contact for staff on office and IT matters and coordinate with the onsite security guard on site-security matters; work with the Operations Team and onsite management to address and escalate issues.
• Provide onsite front-desk coverage for colleagues as needed.
• Manage office needs and upkeep, including supplies, equipment, and clean, organized shared spaces.
• Help coordinate and communicate facilities issues and maintenance.
• Communicate office and parking policies and procedures, address issues, identify patterns, and escalate matters to the Assistant Director of People and Operations as needed.
• Coordinate maintenance and use of the agency vehicle, including driving it to maintenance appointments and communicating vehicle-use policies to authorized staff drivers.
• Assist with agency cell-phone management, including upgrades, bill payment, and troubleshooting.
• Support Operations-related onboarding by providing office access items and user accounts and conducting office orientations.
• Assist with agency-wide event logistics and provide day-of event support.
• Support space-planning and office-organization projects, including an annual office-wide cleaning.
• Train with the IT Manager on organizational IT systems, policies, procedures, and cybersecurity practices to assist with initial troubleshooting.
• Communicate promptly and effectively with the IT Manager, Operations Team, and affected staff when resolving IT issues.
• Handle routine IT support requests, troubleshooting, user-account administration, and hardware and software setup.
• Manage user accounts and troubleshoot the Nextiva VoIP phone system.
• Provide administrative support for IT projects, including scheduling, coordination, and data entry.
• Share knowledge and information to support team learning, teamwork, and consistent practices when coverage is needed.
• Contribute to the Administration Department’s and LTSC’s day-to-day operations, embody departmental guiding practices, and support organizational development and progress.
• Participate in, volunteer at, and attend organization and community events, including weekends when necessary or expected.
• Support activities advancing LTSC’s mission and contribute to other agency activities as appropriate; perform other duties assigned by the supervisor.
• Maintain the agency vehicle and drive it to maintenance appointments as an essential job function.

Benefits

• Paid sick leave
• Vacation leave
• Mental health days
• Paid holidays, including the employee’s birthday and the week between Christmas and New Year’s
• Full health coverage for employees through designated health plans
• Employer matching for a 403(b) retirement plan
• Therapy stipend

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree