Office Manager/Receptionist

Position : Office Manager / Receptionist

Department : Office Services / Human Resources

FLSA Grade : Non-Exempt

Salary Range : $65,000 - $80,000

Position Summary :

The Office Manager / Receptionist, reporting to the HR Business Partner, is responsible for securing, coordinating, and maintaining office services in support of all LA Phil staff.

The position will also represent the organization at the reception desk of Walt Disney Concert Hall offices.

Position Elements :

• Organize and coordinate office and emergency survival supplies including overseeing supplier billing and administration.
• Prepare annual department budget proposal and provide quarterly forecast data as requested.
• Oversee Assistant, Office Services in all their duties and responsibilities including but not limited to mailroom operations and organization.
• Liaise with Music Center staff to coordinate all staff WDCH badge, key, and phone line requests as directed by the Human Resources department.
• Research, obtain bids, and purchase office equipment as needed including, but not limited to : mailing equipment, general furniture, etc.
• Maintain Walt Disney Concert Hall phone services in conjunction with The Music Center.
• Maintain and manage Walt Disney Concert Hall Office janitorial services.
• Manage Walt Disney Concert Hall parking including staff monthly parking cards, individual validations, and monthly billing.
• Negotiate, purchase, and oversee Service Maintenance Agreements for office equipment as needed; arrange for repairs of equipment that are not covered by service agreements.
• Oversee off-site asset storage and shredding.
• Maintain Office Services documentation on Share Point.
• Liaise with Music Center for all facilities / maintenance issues.
• Other duties as assigned.

Receptionist Duties :

• Coordinate Employee Recognition efforts including but not limited to employee birthdays and work anniversaries.
• Assist with onboarding new hires including I-9 verification and filing and badge / key pickups.
• Maintain database of I-9 compliance for all employees.
• Coordinate booking and catering for All Staff meetings and HR events.
• Maintain HR directories including phone extension lists and desk seating charts.
• Answer main telephones lines, direct callers, and respond to voicemails in a timely manner.
• Greet guests, announce visitors, and maintain guesting procedures and processes in coordination with WDCH Security.
• Sign for packages and direct messengers.
• Post various announcements on the staff communication channels.
• Order first aid supplies as needed.
• Ensure Reception area is neat and welcoming, including stocking programs, etc.

Relationships :

Reports To : HR Business Partner

Supervises : Assistant, Office Services

Interacts With :

All LA Phil & YOLA Staff

All LAPA venues & offices

Board Members

Music Center Staff & Security

Musicians & Guest Artists

Performing Arts Center of Los Angeles County

Parking Company of America

Outside vendors & contractors

General Public

Position Requirements :

• Minimum 2 years administrative support experience in a fast-paced office environment
• Excellent phone manner and verbal communication skills
• Strong organizational skills and exceptional attention to detail
• Strong analytical skills and good with numbers
• Demonstrable ability to represent the Association in a professional manner both on the phone and in person
• Strong computer literacy and proficiency (Microsoft Word, Outlook, Excel, and HR systems, Internet based research, etc.)
• Classical music background a plus but not required
• Must be able to correctly pronounce visiting artists, conductors and composers’ names
• Commitment to engage in and promote an environment supporting equity, diversity, and inclusion.

Updated 09 / 2024

The Los Angeles Philharmonic Association will consider for employment qualified Applicants with Criminal Histories in a manner consistent with the requirements of the FCIHO.

Equal Employment Opportunity Policy

The Los Angeles Philharmonic Association embraces and is committed to diversity and inclusion within our staff, musicians, guest artists, audiences, and surrounding communities.

The Association does not discriminate on the basis of race, color, religion, religious creed (including religious dress and religious grooming), sex (including pregnancy, perceived pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, national origin, ancestry, citizenship, age, physical or mental disability, legally protected medical condition or information, genetic information, marital status, gender, gender identity, gender expression, military status, veteran status, or any other basis protected by federal, state, or local law.

Consistent with the law, the Association also provides reasonable accommodation for disabled applicants and employees in accordance with the Americans with Disabilities Act (ADA) and the California Fair Employment and Housing Act, for pregnant employees who request an accommodation with the advice of their health care providers, for pregnancy, childbirth or related medical conditions;

for employees who are victims of domestic violence, sexual assault or stalking; and for applicants and employees based on their religious beliefs and practices.