Job Title: Office Coordinator

** if you are interested in this opportunity, please feel free to apply and email me your resume at alalfaro @ astoncarter.com so we can schedule a time to connect asap! **

Job Description

We are seeking a dedicated and detail-oriented Office Coordinator to manage clerical duties, building maintenance logistics, campus events, and facilities partnerships across our three Santa Monica campus buildings. This role is crucial in ensuring smooth daily operations and maintaining our high standards of service and aesthetics.

ResponsibilitiesMaintain and update Front Desk policies and procedures for our three Santa Monica campus buildings.Greet visitors, maintain office supplies inventories, manage incoming and outgoing packages and mail.Coordinate with the Security team to ensure all guests/visitors check in at the main reception and remain there until their host comes to greet them.Maintain and update Vendor Lists quarterly.Order supplies, snacks, and products for all three buildings.Assist with onboarding new employees by providing parking passes, name plates, and seating arrangements.Update and administer email distribution lists and seating charts.Create work orders for third-party vendors and coordinate with janitorial day porters to ensure buildings meet aesthetic standards.Communicate work orders and repairs needed with building engineers and facilities personnel.Act as the initial point of contact for select vendors, including janitorial, security, engineering, and valet services.Process vendor invoices for office supplies, event staffing, and vendor services.Schedule campus events and ensure event forms are completed and third-party vendors are adequately staffed.Support the execution of annual fire drills and ensure emergency contacts are up-to-date.Alert department management of any deficiencies or shortfalls for timely correction.Serve as an ambassador and supporter of our employee café operations.Promote the Camp Stewart Café as the preferred provider of catered lunches.Essential SkillsAdministrative supportReceptionist customer serviceCalendar managementMicrosoft Office (Word, Excel, Outlook, PowerPoint)Meeting scheduling softwareWork orders managementEvent coordinationAdditional Skills & QualificationsStrong sense of responsibility, ownership, and excellent attention to detail.Ability to identify and complete action items and assigned tasks.Exemplary communication skills (written and verbal).Intermediate Microsoft Word, Excel, Outlook, and PowerPoint skills.Ability to handle numerous and frequent incoming correspondence, chat, and e-mail messages.Excellent problem-solving and multi-tasking skills.Ability to manage multiple projects simultaneously and in a fast-paced environment.Adopt Standard Operating Procedures.Calendar management and meeting logistics.Ability to work independently and proactively.Work Environment

This role is 100% onsite in Santa Monica, rotating between different buildings. The work environment is dynamic and fast-paced, requiring flexibility and adaptability. The position involves frequent interaction with various vendors and departments, ensuring that our high standards are consistently met.

Pay and Benefits

The pay range for this position is $25.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in Santa Monica,CA.

Application Deadline

This position is anticipated to close on Feb 21, 2025.

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\n \n About Aston Carter:\n

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® double diamond winner for both client and talent service.

\n Diversity, Equity & Inclusion\n

At Aston Carter, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

\n Hiring diverse talent\n Maintaining an inclusive environment through persistent self-reflection\n Building a culture of care, engagement, and recognition with clear outcomes\n Ensuring growth opportunities for our people\n

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

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If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email astoncarteraccommodation@astoncarter.com for other accommodation options.

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