Berkeley Research Group

  • Office/Administrative Assistant

    Job Locations US-CA-Los Angeles
    Posted Date 1 month ago(7/23/2018 2:13 PM)
    Job ID
    2018-1947
    # of Openings
    1
    Category
    Administrative
  • Overview

    The Century City office is seeking a motivated and customer service oriented individual for a full-time Office/Administrative Assistant.  The position reports to the local Office Director with assistance from the VP of Administrative Staff Operations and will serve as the primary resource performing the following tasks:

     

    Responsibilities

    Administrative Support

    • Administrative tasks related to client work including:
      • Data entry and light analysis
      • Document preparation including indexes and spreadsheets.  May include copy jobs and binding/index preparation as well as coordination of outside services to complete large or complicated copy jobs.
      • Conflict check assistanc
    • Other administrative tasks supporting various Experts in the office for time/expense entry, travel arrangements, scanning documents, etc.

    Office Support

    • Day-to-day office operations support including acting as receptionist.
    • Facilities coordination/building management contact
    • On-site IT coordination/execution of tasks directed by remote IT personnel
    • Onboarding new employees
    • Vendor coordination/accounts payable/petty cash
       

    Common Areas

    • Maintain neatness of the office common areas.
    • Serve as liaison with building services regarding common area maintenance such as light bulb replacement and carpet stain extraction.
    • Responding to reports from staff related to building issues – ie office hot/cold.
       

    Conference Rooms

    • Maintain conference rooms throughout the office to include resetting after meetings and restocking supplies as needed. 
    • Set up and reconfigure conference room layout for meetings or events to include but not limited to moving tables and chairs as needed.
    • Assist in resolving if equipment is malfunctioning.
       

    Supplies

    • Ensure copy rooms and copy stations are neat and stocked with supplies according to established levels. 
    • Inventory and order supplies weekly or as needed.
    • Receive and stock supplies upon arrival.
    • Ensure the storage areas are neat and organized.
    • Occasionally run errands to local supply company for special project needs.
       

    Kitchens

    • Ensure kitchen areas are clean and stock food, beverage and paper goods according to established levels.
    • Load, run and unload dishwashers as needed throughout the day.
    • Inform the office of the refrigerator cleaning in accordance with the schedule established.
       

    Meetings and Event Support

    • Assist with planning event logistics with caterers to include but not limited to ordering and setting up food.
    • Assist with special events held after-hours, including coordination of annual holiday function.
       

    Office Equipment

    • Ensure office equipment is properly maintained; troubleshoot malfunctioning equipment and contact appropriate vendor for resolution as needed.
    • Monitor printers/copiers to ensure adequate supply of paper each day, and discard previous day print jobs.
    • Maintain copier/printer toner inventory and reorder according to established levels.
       

    Office Space

    • Set up offices/work stations for new staff.
    • Set up and reset hoteling spaces for visiting staff.
    • Coordinate and assist with internal office moves as needed.
       

    Print Projects

    • Complete reproduction projects in a timely and accurate manner as needed, which may include binding and index preparation.
    • Coordinate with outside vendors to complete large or complicated copy jobs.
       

    Mail and Storage

    • Deliver incoming USPS mail. 
    • Assist with coordinating outgoing Federal Express and courier packages.
    • Assist with storing and retrieving files from on-site and off-site storage.
    • Conduct postal drop at the end of the business day.
       

     

    Qualifications

    Education:       High School diploma or equivalent; college degree preferred

     

    Experience:     

    • Minimum of two years of administrative experience in a professional service environment, preferably consulting or legal, with an emphasis on customer service. 
    • Proficient with Microsoft Office Suite and ability to use web-based applications. 
       

    Ability to:        

    • Be a problem solver, proactively use or find resources, and seek guidance when appropriate.
    • Observant personality with the ability to notice things out of order – ie lights out, stains in carpet, expiration dates; paper clips.
    • Demonstrate an attention to detail with emphasis on accurately completing assignments.
    • Ability to function efficiently in a fast paced environment with multiple and shifting priorities and deadlines.
    • Strong verbal and written communication skills; the ability to effectively work well with team members and office personnel.
    • Strong organization skills with the ability to manage inventory and maintain organization of storage spaces.
    • Ability to operate and troubleshoot office equipment such as copiers, printers, AV equipment and fax machines.
    • Flexibility and willingness to occasionally work overtime if required.
       

     

    Physical Requirements:

    • Ability to lift or maneuver up to 50 pounds.
    • Ability to stoop, bend, kneel, push, pull and crawl.
    • Ability to stand/walk 25% of the day on average; some days this may be higher.

     

     

    Candidate must be able to submit verification of his/her legal right to work in the United States, without company sponsorship. 

     

    BRG is an Equal Employment Opportunity/Affirmative Action Employer.  All qualified candidates will receive consideration for employment without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, disability, or protected veteran status.

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