OFF ASST - Office Assistant Job Listing at Rocket in Long Beach, CA (Job ID 25-3841)

Description

SUMMARY:

The Office Assistant provides in office administrative and clerical support for United Pacific's Corporate Support Center. The position plays a critical role in supporting communication through answering calls to United Pacific's general phone line, greeting visitors, and handling incoming and outgoing mail. The role also supports office services including ordering and maintaining office supplies, ensuring the front desk is always manned, office break areas are maintained appropriately, common areas are tidy, mail room is stocked and prepared to meet business needs, and coordinating in-office vendors. The Office Assistant also assists with office events including coordinating vendors, layout and clean-up for company lunches, and assisting in the preparation and delivery of documents and food for executive meetings. This role also maintains a close partnership with Executive Administrative Assistants, the Real-Estate and Human Resources teams and supports office services projects and events as needed. This role is a key ambassador for the company, often setting the tone for visitors, vendors and external parties, and as such requires creating a consistently welcoming, professional and courteous environment.      

ESSENTIAL JOB FUNCTIONS:

• Providing coverage during office hours (Monday-Friday from 8am until 5pm) for United Pacific's Support Center general phone line. This includes forwarding calls and directing inquiries to appropriate internal resources, reviewing and forwarding voicemails and intercepting spam calls.
• Greeting visitors to the Support Center, assisting them with connecting with their contacts and representing United Pacific in a welcoming and professional manner. This requires a high level of professionalism, strong communication skills and adhering to high standards of etiquette.
• Overseeing the Receptionist desk, ensuring there is coverage at all times, including filling in as a Receptionist to provide coverage during breaks, lunches, days off and vacations. This includes assisting in the training of temp coverage and ensuring appropriate reference materials, like job guides and call forwarding procedures, are up to date and available.
• Overseeing operations in the mailroom, including organization and distribution of incoming mail including signing for, tracking and distributing packages and sorting and distributing incoming mail. The role also supports outgoing mail procedures through stamping, tracking, weighing, labeling and ensuring pickup. Also ensuring that materials like shipping boxes, envelopes, labels and stamps are kept at appropriate inventory levels and organized for easy use.
• Assisting with the set-up of and maintenance of FedEx and Office Supplier accounts.
• Ensuring that printers and office supply areas are appropriately stocked.
• Assisting with the maintenance of break areas including stocking and monitoring inventory levels for coffee, tea, napkins, plates, cups, sweeteners and other disposable items. This also includes cleaning and preparing morning coffee and equipment, running and unloading dishwasher, a weekly clean out of refrigerators and freezers and assisting janitorial staff with cleaning surfaces and food preparation tools.
• Coordinating with office vendors including, but not limited to, document shredding, janitorial, plant maintenance, FedEx, UPS and food suppliers.
• Coordination of periodic vendor services including window cleaning, floor waxing and annual holiday decorating.
• Assisting with projects related to company events like Board visits, office provided lunches, seasonal decorations and office celebrations.
• Ordering, distributing and maintaining inventory for basic office supplies including, but not limited to, paper, note pads, whiteboard markers, cleaning supplies and kitchen disposables. This includes ensuing the effective storage of these materials and any unused office furniture, including coordinating off-site storage as needed.  
• Assisting with additional projects related to office services including updating seating charts, maintenance of Store Manager wall photos, maintaining internal contact lists and process documentation for Office Services activities.

JOB QUALIFICATIONS:

• An associates degree or high school diploma is required.
• 2+ years of prior administrative and clerical experience in a dynamic corporate environment is required.  
• Ability to work in-office five days a week during standard office hours (Mon- Friday 8am-5pm) in a fast-paced professional setting is required.
• 2+ years' experience in organizing materials, tracking spending, material ordering and vendor coordination is required.
• 2+ years of experience working with multi-phone line systems and/or visitor management software is preferred. A proven proficiency in answering phone lines, call forwarding and message taking is required.
• Proven proficiency with the MS Office Suite, especially Outlook, Word and basic proficiency in Excel, is required.
• Prior experience supporting or maintaining an office mailroom is required.
• Experience in using and troubleshooting basic office equipment including phones, copiers, printers and scanners is required.
• Ability to interface with all levels of the company, including knowledge of corporate protocols, such as handling VIP guests, while providing exceptional customer service to all visitors and associates is required.
• Ability to track and meet deadlines, prioritize tasks, adapt to new processes and maintain organization is critical.
• A high degree of dependability and a willingness to work independently are also highly needed.
• Exceptional verbal and written communication skills, to handle client interactions and professional correspondence, are required.
• Bi-lingual Spanish is preferred but not required.