HiringCafe
Posted 1w ago

Office Assistant

@ DÔEN
View All Jobs
Van Nuys, California, United States
$24/hrOnsiteFull Time
Responsibilities:coordinating operations, managing supplies, greeting guests
Requirements Summary:1+ year office experience; strong time management, multitasking, customer service, and organizational skills; proficiency with office software (Mac preferred); ability to lift 25 lbs and operate office equipment.
Technical Tools Mentioned:SAP Concur, Rippling Spend
Save
Mark Applied
Hide Job
Report & Hide
Job Description

Description of Duties:

Title: Office Assistant

Classification: Nonexempt

Hourly Rate*: $24

Location: HQ, 14801 Califa St. Van Nuys, CA 91411

Schedule: On Site, Monday through Friday, 8:30AM-5PM


Essential Duties and Responsibilities:


I. Operations Coordination and Support

  • Own new hire equipment purchases, logs, coordination, and delivery to employee(s).
  • Support HR in employee onboarding and operational training.
  • Perform updates to systems and programs in partnership with IT and HR, utilizing an organization system to keep track of ongoing projects related to systems management.
  • Perform administrative activities supporting Operations such as SAP CONCUR. RIPPLING SPEND receipt collection, creation of ship labels, arranging internal driver deliveries, etc.
  • Help manage day to day operational projects and events as it relates to the office, organization of spaces, and systems.
  • Support all key business initiatives and strategies and adhere to company policies and procedures.
  • Facilitate, support, and participate in all operations activities and meetings as assigned.
  • Monitor key software programs troubleshooting and promptly addressing errors.
  • Helps maintain and update employee equipment supplies including but not limited to computer, fobs/keys, alarm codes), tracking of employee equipment, and coordination of repairs needed
  • In partnership with HR, provides offboarding assistance relating to employee systems and equipment in a timely manner.
  • Helps office managers with credentials and filter daily requests from employees for all software accounts and systems, including contract renewals across all locations.
  • Liaise with IT to fix employee equipment and systems issues.
  • Complete other duties as assigned in a timely manner.


II. Office and Facilities Management

  • Maintains an organized, clean office environment across location(s) by ensuring that kitchen and restrooms are properly stocked.
  • Provide front-desk coverage, greeting guests and tending to carrier deliveries.
  • Helps to ensure efficient operation of all back of house.
  • Manages incoming/outgoing mail, delivering to respective departments.
  • Manages schedule for conference and private room meetings as well as community spaces.
  • Responsible for monitoring and ordering supplies for the office, distributing and replenishing to respective departments in a timely manner.
  • Maintains organized supply rooms including a schedule for quarterly cleaning
  • Helps office manager with external vendors such as plumbers, task rabbits, electricians, etc.
  • Assists with planning company events (i.e. Holiday party, volunteer events) and securing all supplies and vendors as needed.
  • Manage set up for in-office line reviews and ensure remote employees have space to meet and work when in-office.
  • Act as primary contact person with outside vendors as needed, included but not limited to, cleaning service, alarm company, plumbers, electricians, etc.
  • Assist office manager in office moves in partnership with Operations, IT, and HR teams.


Qualifications:

  • Minimum 1 year of experience in an office setting and/or fashion company.
  • Exceptional time management and multitasking skills.
  • Ability to work efficiently under pressure.
  • Stellar customer service attitude with a knack for problem-solving.
  • Strong attention to detail and organizational abilities.
  • Software system proficiency preferred.
  • Experience with office moves preferred.
  • Exemplary interpersonal skills with demonstrated success in both written and verbal communication.
  • Excellent computer skills (MAC preferred).
  • Ability to work under pressure in an environment of constant shifting priorities and changes.
  • Ability to proactively troubleshoot and problem-solve.


Physical Requirements:

  • Must be able to perform essential duties satisfactorily with reasonable accommodation.
  • Periods sitting at a desk, typing, and working on a computer.
  • Able to life/move/push/pull objects up to 25 lbs.
  • Able to walk, sit and stand for periods of time.
  • Able to operate equipment such as computers, copy machines, phones.
  • Must be able to access various areas of a given location.

* Compensation will be determined based on experience and other factors permitted by law.