It Administrative Assistant Jobs

We are seeking an IT Administrative Assistant in Los Angeles, CA.

• Location: Los Angeles, CA 90025
• On site
• Salary: $50K to $63K per year

General Position Summary

This position is responsible for serving as IT support working with the third-party IT vendor on assignment as well as performing all general office administration functions for the Company. This position interacts with all employees on a daily basis through email, phone, chat, and in person.

Essential Job Functions

OFFICE ADMINISTRATION

• Manage the Company’s property and office facilities, including communicating with landlord and vendors.
• Handle any office administrative and executive work-related payables and expenses, including timely processing of all expense reimbursements.
• Maintain office and kitchen inventories and ordering materials and supplies.
• Greet guests and visitors upon arrival at the office and assist them with any requests or needs.
• Help other employees with various tasks, as needed, (i.e., collecting and gathering information).
• Serve as the primary point of contact for the company for general incoming inquiries by phone or by email or in person.
• Assist Accounting Department with other payables, as needed.
• Plan and coordinate the Company meetings and events.
• Maintain conference room schedule and ensure that conference rooms are well maintained.
• Corporate business travel arrangements such as air, hotel, transportation, limousine, restaurant, and event booking

SYSTEM AND IT SUPPORT

• Maintain confidential data and information within the department.
• Renew and maintain up-to-date computer and network security systems for the entire organization.
• Perform routine maintenance of the office computers and telephones periodically.
• Monitor, maintain, and update the Company’s website internally as well as with a Third-Party developer or work in-house for any minor updates.
• Prioritize the projects and report the status to the team.
• With a high sense of urgency, understand and analyze issues promptly and coordinate troubleshooting.
• Initiate and complete employee onboarding/offboarding IT access and set-ups of all peripherals, working with Third-Party IT vendors.
• Manage, maintain, and improve business-related systems (Kintone, Sansan, ACCOUNTING Software, etc.) and share folders to ensure smooth operations.
• Propose or suggest a new system to be effective.
• Serve as a primary contact person for the system and IT helpdesk support within the company for troubleshooting and escalating complex issues to Third-Party IT Vendors.
• Keep office assets up to date both in CA and NY offices and tag all IT inventory in the list properly.
• Review all vendors periodically for their productivity and cost efficiency to build good relationships.

Others

• Seek constant improvement, more efficient, and less expensive ways and means to perform work processes.
• Perform special projects and other miscellaneous duties as assigned by a senior staff member and upper management in HR/Administration as well as the back-office team.
• Complies with all company policies and procedures.
• Maintains good communication with management, office staff members, and outside contacts.
• Responsible for maintaining a clean and safe working area.
• Maintain high ethical standards in the workplace.

Qualifications

EDUCATION

• Associate degree (A.A.) from a two-year college or university; or equivalent combination of education and experience.

Work Experience

• Versatile ability as an office generalist and working independently and being proactive.
• Excellent written and verbal communication skills in English.
• High proficiency in the use of technology especially office computers, software, system, and equipment.
• IT-related assistance or support including any other system experience.
• Excellent time management skills and the ability to prioritize work.
• Minimum 3+ years of office administration at a corporate level of environment.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions in accordance with the law. This position will require the incumbent to read and review data and communications in hard copy and digitally on the computer and communicate frequently with co-workers, including via e-mail, telephone, and video.

While performing the duties of this position, the employee is required to frequently sit and occasionally must stand, walk, use hands and fingers, and reach with hands and arms. The employee regularly lifts and/or moves up to 25 pounds, however, the employee may be required to lift and/or move items exceeding 25 pounds occasionally.

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