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Office Coordinator
Entertainment & Media Industry Company
Beverly Hills, CA, United States
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We are looking for a friendly, customer-focused and resourceful coordinator to join our team. This person will greet our clients, answer a multi-line phone system, schedule and prepare conference rooms for client meetings, assist in hosting our clients and will interface with other departments to ensure smooth office operations. This candidate will maintain a professional demeanor on the phone and in-person for all internal and external clients. This position requires a positive, flexible and “can-do” attitude. The person that will thrive in the role will be eager to contribute and learn and will continually seek opportunities to positively impact the environment and customer experience.
Required Skills:
Essential Duties and Responsibilities:
• Operate Cisco System IP Phone 7961 series to relay incoming and interoffice calls as the primary function in this position; Answering the phones is a vital part of daily operations and requires dedication and ability to stay in one area throughout the day
• Greet all visitors courteously, determine their needs and directs them to the proper person and/or office
• Communicate with various staff on daily basis to maintain calendar for six (6) conference rooms, schedule meetings and book guest offices
• Understand and can apply good judgment when dealing with incoming calls and visitors to the site
• Monitor the Beverly Hills Facilities email account for all employee requests, orders and repairs and place online service requests to the building; Provide guidance to maintenance when responding to issues
• Assign and track all guest access fobs while collaborating with Facilities team and coordinating with IT department to ensure that guest offices are set up with necessary phone, internet, office communication and supplies
• Manage lobby traffic to ensure safety protocol adherence at all times; Ensure all site visitors, contractors and visiting employees record information into the logbook, proper access fobs are distributed and appropriate employee is contacted promptly
• Assist with projects requested or assigned by Director, Facilities & Administration
• Take weekly inventory of all office, kitchen and restroom supplies and place online orders with appropriate vendors
• Update phone lists with assignment locations and extensions and submit to Denver I.T. on a monthly basis
• Manage service and repair calls for all kitchen appliances and equipment
• Perform product research and price comparisons for all office supplies and equipment as requested by supervisor
• Maintain current office seating map
• Back up other administrative support as needed
Required Skills & Education:
• Minimum of 2 years of experience in an office environment where they applied interpersonal, communication, organizational, multi-tasking and telephone skills
• MS Office applications – Word, Excel, Adobe Acrobat
• Experience working in team environment
• Experience in a role where they demonstrated a high level of dependability and punctuality
• Ability to perform above responsibilities including sitting for extended periods of time at switchboard console
• High school diploma, equivalent degree or experience
Preferred Skills:
• Experience in customer service, call center or reception
CRITICAL COMPETENCIES:
Action Oriented:Takes pride in work and seeks ways to contribute; Demonstrates sense of urgency, high energy and enthusiasm
Customer focus:Builds strong customer relationships and delivers customer-centric solutions
Resilient: Handles challenges with poise and maintains positive outlook
Interpersonal Savvy:Relates openly and comfortably with diverse groups of people; Clear communicator; Demonstrates diplomacy