Office Services Assistant

Job Description

Title: Office Services Assistant Basic Function:

Responsible for performing administrative and clerical duties for Administration Department.

Responsibilities:

1. Administration of company subscriptions and memberships including obtaining approvals for new subscriptions and renewals, upkeep of subscription list, adding/deleting subscribers.

2. Administration of company event tickets such as Dodgers games. Track usage of tickets, listed unused tickets on SeatGeek, forwarding tickets to officers when attending a game.

3. Handle correspondence with various landlords for company sponsored apartments for rotating staff or BETM CEO.

4. Function as liaison between management and various departments to facilitate smooth daily company operations.

5. Maintain and clean conference rooms including polishing furniture.

6. Maintain and clean kitchen areas including loading and emptying dishwasher, cleaning refrigerators, and restocking beverages.

7. Ensure proper levels of breakroom supplies. Restock as needed.

8. Order catering for events. Meet catering vendors, set up the food, clean up after events.

9. Ensure conference rooms are set up for meetings, including providing beverages for guests.

10. Oversee administration and maintenance for all office equipment.

11. Oversee inventory of all office supplies including printer and copier toners. Order supplies as needed.

12. Handle all incoming/outgoing mail and other deliveries such as Fed Ex.

13. Distribute all incoming faxes to appropriate parties.

14. Communicate with building management regarding building issues such as access cards, visitors, and maintenance work.

15. Maintain vendor accounts such as Fed Ex, Pitney Bowes, Staples, Amazon, Ready Refresh and various hotels.

16. Maintain the office environment in a clean and organized fashion.

17. Greet and screen incoming visitors in a professional manner and promptly notify appropriate person of the guest’s arrival.

18. Provide extra assistance to administrative assistants as needed for special projects.

19. Provide non-confidential Human Resources assistance such as distribution of benefit forms, photocopying, and filing.

Skills:

Computer Literacy Vendor Relations

Interpersonal Skills Time Management

Oral and Written Communication Skills Customer Relations

Diplomacy Professionalism

Co-ordination of multiple tasks

Education/Training:

Degree: Prefer High School Diploma with 2 years experience as Office Services assistant in a corporate environment.

Position Reports to: Senior Manager – HR & Administration