Administrative Assistant

US-CA-El Segundo
5 days ago
Job ID
2017-1489
# Positions
1
Experience (Years)
3
Category
Administrative/Clerical - Administrative

Overview

Provides administrative support to department manager and assigned staff.  Performs various duties including coordinating travel plans and preparing expense reports, arranging meetings and conference calls, preparing related correspondence and reports, updating spreadsheets and databases, preparing client/partner presentations, creating and maintaining filing systems, assistance with document inventories, and so forth.

 

The following are general characteristics of the job, although duties may vary by assigned department.

 

Responsibilities

  1. Utilizes word processing and spreadsheet software to prepare and update various correspondence, reports and presentations.
     
  2. Answers incoming calls, dispatches tenant maintenance requests, arranges internal and external meetings contacting people by phone and using Microsoft Outlook.                                                                                                                                                                     
     
  3. Establishes and maintains record keeping and filing systems.  Classifies, sorts, and files correspondence, records and other documents.
     
  4. Following established guidelines, tracks and processes various corporate accounting information such as expense reports, vendor invoices and wire transfers.
     
  5. Photocopies materials and assists in assembly of materials to appropriate parties.
     
  6. Performs related duties such as monitoring office equipment, photocopying, collating and assembling reports, receiving, logging and sending express deliveries and so forth.  Distributes incoming mail, sends tenant statements (mail/email) and posts outgoing mail.
     
  7. Assists in maintenance of department Policy and Procedure updates.
     
  8. Performs other duties, some of which may be essential to the job.
     
  9. Obtains and maintenance tenant/vendor insurance certificates and tracks company compliance.
     
  10. Maintains and orders office, copier and printer supplies.
     
  11. Types and distributes service and construction contracts as needed.
     
  12. Handles utility transfers and communication with other vendors.

Qualifications

  1. Knowledge of microcomputer software to prepare documents, reports, etc., general business operations and ability to deal effectively with various internal and external contacts at a level normally acquired through completion of an Associate’s degree in business.
     
  2. At least three years of related experience in order to gain knowledge of administrative policies, procedures and systems.
     
  3. Superior organizational skills in order to meet deadlines and support competing priorities from department members.
    Very high level of proficiency in Microsoft Office applications, in particular Excel , PowerPoint, Outlook, and Word.
  4.  
    Good interpersonal and telephone communication skills.
  5.  
    Good written communication skills including ability to prepare accurate and appropriate documentation and to review, proofread and check documentation for accuracy.  A very high level of thoroughness and attention to detail is required to succeed in this job.
  6.  
    Computer skills necessary to enter and manipulate words and data and use standard microcomputer-based software to communicate with others, prepare documentation and/or analyze data.
  7.  
    Internal Contacts:  Regional and corporate personnel to exchange information, coordinate office work and/or verify data.

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