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Specialist, Office Operations

Human Resources | Pacoima, CA | Full Time

Job Description

The Specialist, Office Operations is responsible for providing administrative support and coordinating organizational activities necessary to create and maintain a productive and engaging office environment.  The Specialist, Office Operations reports to the Senior Manager, People, serves as a key support to the Executive Leadership Team and is a strong cross functional partner to the People and IT teams.   

Principle Accountabilities: 

  • Act as primary office receptionist, welcoming guests, clients and vendors, directing them to the appropriate team member
  • Act as the primary point of contact for the building management, ensuring we are consistently up to date on all required tenant obligations
  • Responsible for keeping inventory of all office supplies and placing orders for replenishment as needed
  • Ensures all office equipment and appliances are in working order and coordinates the regular service of and repair or replacement of equipment as needed in coordination with the Manager of Construction & Facilities
  • Responsible for resolving office administrative concerns and responding to general employee questions regarding office and building
  • Responsible for the coordination and distribution of ingoing and outgoing company mail, to include the sorting and distribution of mail and preparing outgoing mail/packages to be sent
  • Create and maintain effective office organizational and storage systems
  • Perform work related errands as requested such as going to the post office and store
  • Create processes to keep office area tidy and maintain office common areas
  • Performs general administrative duties to include but not limited to: photocopying, scanning and filing
  • Create and maintains databases such as employee seating, contact lists, etc. 
  • Assist with event planning and implementation
  • Order food and supplies for company meetings and events
  • Assist with coordination and set up of company meetings and events
  • Organize travel arrangements and complete expense reports for executive leadership team
  • Co-ordinate and organize appointments and meetings for executive leadership team and companywide events
  • Prepare meeting materials and assists with the development of PowerPoint presentations
  • Record minutes at various meetings and archive them accordingly

Required Skills & Experience:

  • work management and prioritizing skills
  • problem solving ability
  • attention to detail
  • Strong organizational skills
  • Excel skills
  • write clearly and be proficient with word processing applications.
  • A pleasing personality with strong communication skills is also highly valued.
  • previous office experience may be requested but this can also be entry level position
  • competent computer skills including MS Office or equivalent
  • internet skills including use of e-mails, group messaging and data collection

Physical Requirements: 

  • Must be able to perform essential functions (with or without an accommodation) without posing a "direct threat" to the health and safety to self or others.
  • The Company reserves the right to alter, change, abolish and even combine jobs depending upon changing conditions.

No recruitment agencies, please.