Office Coordinator
Full Time
Santa Ana, CA 92704
$21 - $24 an hour
Posted
Job description
POSITION SUMMARY
The Office Coordinator for Optima Tax Relief, LLC (Optima) is located in the Santa Ana, California office and reports to the Director of Office Operations. The position is relied upon and supports the Chief Executive Officer and Managing Partners to oversee personal matters, including appointment setting, ordering, and research. The role of all Administrative staff on the Office Operations team is to exemplify positivity at all times and champion Optimas award-winning culture and Core Values to help deliver the best customer experience.
ESSENTIAL DUTIES & RESPONSIBILITIES
The essential functions include, but are not limited to the following:
The essential functions include, but are not limited to the following:
- Oversee projects & completion of routine tasks.
Supervise and train Administrative, Security/Front Desk and Facilities personnel.
Coordinate various administrative responsibilities and serve as the point of contact for maintenance, supplies, equipment, errands, etc.
Assist CEO and Managing Partners, working on a variety of tasks related to managers work life and communication.
Establish and maintain vendor relationships, including building property management.
Communicate frequently with all levels of management, verbally and in writing.
Screen and distribute communications (phone, email, etc.) appropriately.
Schedule and coordinate meetings & appointments.
Participate in cross-functional committees and attend regular leadership meetings as assigned.
Run errands (picking up lunch, dry cleaners, grocery).
Maintain cleanliness of communal areas.
Manage inquiries and reservations for conference rooms.
Coordinate set-up and implementation of on-site & off-site company events. Must attend and oversee events both onsite and offsite.
Administrative office work.
May take on additional tasks as requested.
Ability to work M-F schedule with steady hours ranging from 7AM-6PM with the ability to be flexible within those time frames as needed. Must be available to work the occasional Saturday event (approximately 2 per quarter).
In order to be provided the essential training required to be successful in this role, it is mandatory that you are present for and complete all essential/initial training onsite for up to 5 business days (unless prior management approval is provided). Please note that additional onsite training may be required depending on business need.
EDUCATION AND EXPERIENCE REQUIREMENTS
Minimum 1-year receptionist or administrative or personal assistant experience.
Event planning experience is a plus.
Supervisory experience is plus.
High school diploma or equivalent education required.
KNOWLEDGE, SKILLS,& ABILITIES
A positive mindset and "get-it-done" attitude.
Excellent organizational, time-management, written, and communication skills.
Strong work ethic and commitment to excellence.
Meticulous attention to detail and high sense of accountability.
Proficient and comfortable with office equipment (Computer skills Microsoft Office, Outlook).
Excellence prioritization, organization, and multitasking skills.
Strong communication skills. Ability to communicate and adjust with all levels of employee population.
Ability to work with different personalities and maintain professionalism and assertiveness as needed.
Strong collaboration skills.
Reliable and organized.
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