Office Support Specialist

Internova Travel Group•Beverly Hills, CA

15h•Onsite

About The Position

The Office Support Specialist will require previous experience in providing administrative support to ensure efficient operations of the office, strong organization and communication skills, and experience with customer service. The Office Support Specialist is a non-exempt (hourly) employee, who will be taught the fundamentals of the travel industry and will be directed and supervised by the Operations Supervisor on all tools necessary to fully support the staff associated with the office location in which they are assigned. This is a fully on-site position based in our Beverly Hills, CA office.

Requirements

Bachelor’s degree or equivalent experience required
2+ years of experience in an Administrative Assistant role
Excellent customer service skills
Excellent verbal and written communication skills with strong interpersonal communication skills in all modes of communications, whether by phone, email, or in person
Proficient in use of Microsoft Office Suite to include MS Word, MS Excel, MS PowerPoint and MS Outlook
Strong team player, organizational skills, self-motivated, driven, and flexible
Ability to think ahead, anticipate problems and risks
Ability to work independently, follow through and complete tasks
Work effectively in a fast-paced environment

Nice To Haves

Travel industry experience is not required but a plus
Familiarity and experience with GDS recommended, but not required; willingness and dedication to become GDS proficient
Accounting back-office a plus

Responsibilities

Provide exemplary customer service and support for Travel Advisors, Independent Travel Advisors, and their customers.
Greet and assist visitors, clients and vendors in a professional and friendly manner.
Cover telephones, answer and direct incoming calls and emails and assist with other administrative tasks.
Manage multiple calendars using MS Outlook which includes a high volume of vendor meeting scheduling, coordinating and confirmation.
Daily opening/closing of office and maintenance of the reception area to ensure it is organized and welcoming.
Monitor and manage reception office email box and route requests appropriately.
Welcome and facilitate the company’s current and prospective vendors who visit the office for a scheduled appointment.
Multi-task to ensure that every matter assigned is addressed timely and appropriately, always meeting deadlines, and taking the initiative to learn, practice and expand skills.
Manage office space calendar for meetings, events and office visits.
Provide basic assistance with issues regarding computers and phone by escalating to the PCHelp & Telecom departments when needed.
Monitor and manage office visit Ad Hoc forms.
Comply with all in-office visit protocols in place.
Assist with office access management including registering visitors in security system and working with facilities to provide key cards.
Support Office Seating and assignments, and visitor desk setup.
Assist with office events, meetings and holiday decorations.
Support office moves, buildouts and special projects as needed.