Human Resources - Office Services Assistant

Human Resources - Office Services Assistant Overview

Title:

Office Services Assistant

Basic Function:
Responsible for performing administrative and clerical duties for Administration Department.

• Administration of company subscriptions and memberships including obtaining approvals for new subscriptions and renewals, upkeep of subscription list, adding/deleting subscribers.
• Administration of company event tickets such as Dodgers games. Track usage of tickets, listed unused tickets on Seat Geek, forwarding tickets to officers when attending a game.
• Handle correspondence with various landlords for company sponsored apartments for rotating staff or BETM CEO.
• Function as liaison between management and various departments to facilitate smooth daily company operations.
• Maintain and clean conference rooms including polishing furniture.
• Maintain and clean kitchen areas including loading and emptying dishwasher, cleaning refrigerators, and restocking beverages.
• Ensure proper levels of breakroom supplies. Restock as needed.
• Order catering for events. Meet catering vendors, set up the food, clean up after events.
• Ensure conference rooms are set up for meetings, including providing beverages for guests.
• Oversee administration and maintenance for all office equipment.
• Oversee inventory of all office supplies including printer and copier toners. Order supplies as needed.
• Handle all incoming/outgoing mail and other deliveries such as Fed Ex.
• Distribute all incoming faxes to appropriate parties.
• Communicate with building management regarding building issues such as access cards, visitors, and maintenance work.
• Maintain vendor accounts such as Fed Ex, Pitney Bowes, Staples, Amazon, Ready Refresh and various hotels.
• Maintain the office environment in a clean and organized fashion.
• Greet and screen incoming visitors in a professional manner and promptly notify appropriate person of the guest’s arrival.
• Provide extra assistance to administrative assistants as needed for special projects.
• Provide non-confidential Human Resources assistance such as distribution of benefit forms, photocopying, and filing.

• Computer Literacy
• Vendor Relations
• Interpersonal Skills
• Time Management
• Oral and Written Communication Skills
• Customer Relations
• Diplomacy
• Professionalism
• Co-ordination of multiple tasks

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

Position

Reports to:

Senior Manager – HR & Administration