Administration Associate I

Administrative Associate

The Los Angeles office is seeking an Administrative Associate performing duties located in the Woodland Hills, CA office immediately.

Responsibilities

The Administrative Associate I maintains accurate and efficient onsite / offsite electronic and paper filing systems in accordance with established procedures. Dispenses all incoming mail and packages and processes all outgoing mail as economically as possible. Orders and stocks all supplies and maintains service for all copiers.

Accurately creates, maintains, retrieves and follows up on all active and cancelled files per established filing procedures. Works to reduce filing costs by culling both onsite and offsite files and works to transition hard copy files to digitized system, as allowed. When needed, coordinates physical transfer of files to other FM locations. Files and supports information filed in CSS.

Dispenses all incoming mail and packages for office. Processes all outgoing mail and uses most economical method to ship. Maintains mailroom procedures binder for mailroom back-ups.

Maintains inventory control of office supplies. This includes meeting, kitchen and business center supplies. Works to make most economical decisions on office supply ordering, sometimes with supervision. Organizes and manages all inventory levels with minimal waste or voids. Adheres to the supply list for guidance.

Maintains office copy / printer equipment to ensure equipment is in working order, paper and toner levels are replenished and drum kits installed. Troubleshoots malfunctions of copiers / printers and calls for service repair when required.

May assist with ordering food, setting up and cleaning for client meetings, team meetings and trainings. May assist with set up and tear down of meeting space, including tables and chairs.

Additionally, the responsibilities managed by this role are extensive and critical. They include :

• Handling mail and packages (certified mail, Hot Work Permits, Red Tags)
• Coordinating with vendors (Iron Mountain, Shred-It, FedEx, UPS, Amazon, Spectrum, Zoll, Merry Maids)
• Maintaining office supply inventory and printer / copier functionality (ordering supplies)
• Managing receptionist duties (call handling, visitor management / sign-in, ID badges, parking validations, Carousel Digital Signage, office maintenance / service requests)
• Supporting meeting logistics, food orders, and office events
• Driving employee engagement and administrative coordination (bios, evacuation and phone lists, milestone / birthday cards, service award photos, kitchen supply management)

Qualifications

Skills

Strong attention to detail, organized, math aptitude, reliable, team oriented, customer service oriented, results driven

Education

High School or Equivalent

Minimum Qualifications Except where required by licensure or regulation a combination of comparable education and experience may be used to satisfy qualification requirement.

Language Requirements (All employees are required to read, write, and speak English)