JOB TITLE: Office Associate
REPORTS TO: Senior Manager, Human Resources
DEPARTMENT: Executive/G+A
OVERVIEW
The Office Associate 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 Office Associate assists with team events and ensures visitors are well taken care of, contributing to a positive and productive office environment.
RESPONSIBILITIES
OFFICE SUPPORT
- Greet office guests, ensuring they feel comfortable and are connected with the appropriate team members.
- Manage clerical duties such as sorting and distributing mail/packages, ensuring smooth office operations.
- 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.
- Support outgoing mailings and deliveries, including coordinating large-scale marketing or promotional projects.
- 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
- Associate’s Degree or BA/BS degree preferred
- 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 5 days per week in office
