Reception + Office Assistant - Summer Fridays : Job Details

JOB TITLE: Reception + Office Assistant

REPORTS TO: Senior Manager, Human Resources

DEPARTMENT: Executive/G+A

OVERVIEW

The Reception + Office Assistant responsibilities are wide and varied. They are responsible for ensuring the Summer Fridays office runs smoothly, keeping the space clean, organized, and well-maintained at all times. This includes managing office supplies, coordinating maintenance with property management, and handling administrative tasks efficiently. Additionally, the Reception + Office Assistant assists with team events and ensures visitors are well taken care of, contributing to a positive and productive office environment.

RESPONSIBILITIES

OFFICE SUPPORT

• Serve as the primary point of contact for the Property Management company, coordinating all necessary maintenance to ensure office spaces are in optimal working order.
• Ensure that the office, conference rooms and shared spaces are always organized, clean, and guest-ready.
• Manage office and parking key cards, ensuring access is maintained and distributed as needed.
• Monitor, order, and organize office supplies and inventory, ensuring that stock levels are adequate and replenished in a timely manner.
• Oversee the receiving, sorting, and distribution of inbound and outbound packages, ensuring accuracy and timeliness.
• Prepare and assemble gift bags, packages, and other materials for distribution as required.
• Greet office guests, ensuring they feel comfortable and are connected with the appropriate team members.
• Support outgoing mailings and deliveries, including coordinating large-scale marketing or promotional projects.
• Manage clerical duties such as sorting and distributing mail/packages, ensuring smooth office operations.
• Maintain an inventory of office and kitchen supplies, and reorder as needed to prevent shortages.
• Oversee the inventory of the Summer Fridays product closet, ensuring products are stocked and available for distribution.
• Coordinate office supply orders for new team members, collaborating with HR & property management to fulfill their specific needs.
• Plan and assist with HR-led office/team events, providing support as needed.
• Submit work orders for general office repairs and equipment maintenance, following through to ensure issues are resolved promptly.
• Handle additional tasks and special projects as assigned, contributing to the smooth operation of the office.

REQUIREMENTS

• Associates Degree or BA/BS degree
• Demonstrated experience with office management/reception
• High degree of propriety and professionalism
• Exceptional organizational skills and attention to detail
• Strong communication/interpersonal skills
• Strong multi-tasking skills, ability to prioritize new tasks as they come in
• Positive, can-do attitude
• Solid knowledge of MS Office Suite, including Word, Excel, PowerPoint and Outlook
• Must be based in Los Angeles; requires a minimum of 4 days per week in office