Office Administrator

Description

The Office Administrator is responsible for coordinating front office operations and providing administrative support to ensure efficient day-to-day office operations. The position serves as the first point of contact for visitors while also supporting the Director of Project Management through administrative, operational, project, facilities, and communications support.

Requirements

• · Experience as a Receptionist, Front Office Representative, or similar role.
• · Proficiency in Microsoft Office Suite.
• · Experience with office equipment (e.g., fax machines and printers).
• · Professional attitude and appearance.
• · Solid written and verbal communication skills.
• · Ability to be resourceful and proactive when issues arise.
• · Excellent organizational skills.
• · Multitasking and time-management skills, with the ability to prioritize tasks.
• · Customer service attitude
• · Other duties as assigned by manager.

KEY RESPONSIBILITIES

Front Office:

• Serve as primary contact for visitors, vendors, and callers.
• Provide a professional reception experience by greeting and directing visitors.
• Answer, screen, and route telephone calls.
• Coordinate visitor access with building security.
• Maintain a clean, organized reception area

Administrative and Operational Support

• Provide administrative support to the Director of Project Management.
• Provide approved administrative support to other departments as workload permits.
• Prepare correspondence and meeting materials.
• Conduct internet research and compile information.
• Maintain electronic and paper filing systems.
• Manage calendars, office supplies, and records.
• Track administrative assignments.
• Recommend improvements to office processes.

Facilities, Vendors & Office Services

• Coordinate office vendors, maintenance, copier/printer services, shipping, first aid, recycling, and document storage.
• Serve as liaison with building management and security.
• Coordinate equipment maintenance and service requests.

Meetings & Events

• Coordinate conference rooms, catering, meeting logistics, and organizational events.
• Support staff and special meetings as assigned

Communications & Technology

• Create flyers and visual communications.
• Proofread publications and presentations.
• Perform periodic website content reviews.
• Use Microsoft 365, Teams, SharePoint, Google Workspace, Zoom, and project-tracking applications.
• Use AI tools such as ChatGPT and Microsoft Copilot appropriately to improve productivity.

PHYSICAL DEMANDS

While performing the essential functions of this job, the incumbent must be able to do the following: stand for extended periods; sit for extended periods; bend and reach for filing and other job-related functions; climb up and down stairs; bend, stoop, and lift to move and retrieve materials; pull, push, and lift; reach both above and below shoulder height.  Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus. Must be able to inspect work visually. Manual dexterity to operate computers and other office equipment required.  An employee must meet the physical demands described above to perform the essential functions of this job successfully. Reasonable accommodation may be made.

ABOUT JVS SOCAL

Founded in 1931, JVS-SoCal is a nonprofit, non-sectarian social service agency providing job training, education, career services, mentoring, and placement assistance to diverse and multicultural populations, transforming lives and empowering individuals to achieve sustainable employment and financial independence. JVS SoCal currently serves over 30,000 clients annually at over 20 locations throughout Southern California. As JVS SoCal continues to grow, we continue to look for qualified, dedicated staff to join us and play a role in transforming lives and bettering our communities throughout SoCal and beyond!

Salary

$25.00 per hour + benefits

JVS SoCal will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if JVS SoCal is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating or rehabilitative evidence, or challenge the accuracy of the background check report. Find out more about the Fair Chance Act by visiting www.calcivilrights.ca.gov/fair-chance-act .