Temporary Office Services Administrator
Job Details
Experienced
Corporate Office - Costa Mesa, CA
Per Diem
High School
Day
Description

 

Title:

Temporary Office Services Administrator

Date:

August 2021

Department:

Office Services

# Direct Reports:

None

Reports to:

(Title of Manager)

Human Resources Administrator

FLSA Status:

Exempt

Position Summary

The Temporary Office Services Administrator is responsible for performing Office Services activities that support Office Services and Donahue Schriber’s objectives, performance drivers and strategic initiatives. Responsible for the general operation, maintenance and décor of the Corporate Office. The Temporary Office Services Administrator is primarily responsible is providing clerical support to the department, managing off-site document storage for the Company, and tracking of departmental and property insurance documents.  Additional responsibilities include receiving visitors, deliveries, and the backup front desk support.

 

Essential Job Functions

 

  1. Oversees the general running of the office including space planning, office relocations, and recommendations of employee work locations. Maintains Company’s image by maintaining office décor standards.
  2. Negotiates leases and maintenance contracts for office equipment at the Corporate and Management Offices.
  3. Develops, implements, and organizes all aspects of employee events. Develops and manages event budgets.
  4. Develops and manages the Corporate Office and Charitable Contributions budgets. Reviews and prepares notes to the financial statements. Prepares reforecasts quarterly.
  5. Develops, implements, and organizes all aspects of Company charitable events and programs. 
  6. Develops and manages budgets, tracks and collects sponsorship payments and maintains financial statements
  7. Coordinates all approved Corporate and Industry sponsorships.
  8. Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policy.
  9. Supervise members of the Office Services staff, equally dividing responsibilities to improve performance.
  10. Manage expense reports agendas, travel plans and calendars for CEO, CFO, SVP HR, SVP, Accounting.
  11. Manage emails, letters, packages, phone calls and other forms of correspondence.
  12. Manage and communicate with Schick Storage.
  13. Track and replace office supplies as necessary to avoid interruptions in standard office procedures.
  14. Assist colleagues whenever there is an opportunity to do so.
  15. Tracks vendor and tenant insurance certificates.
  16. Provides back-up administrative support for Administrative/Executive Assistants (i.e. short-term vacation, sick time, special projects).
  17. Coordinates document storage at the Company’s off-site storage facility.  Maintains documents in accordance with Company’s Document Destruction and Retention program(s).
  18. Maintains the Company’s Property Files, updates indexes and files as necessary.  Coordinates shipment of aging files to off-site, climate-controlled storage in accordance with the Company’s Document Retention program.
  19. Coordinates semi-annual blood drives for the Corporate Office.
  20. Assists with the coordination of classes for the Corporate Office fitness facility, interfaces with instructors and communicates with office personnel regarding class schedules. Maintains the fitness facility’s appearance.
  21. Provides back-up for the maintenance of the company’s UPS Campus Ship program including setting up new users and creating new reference numbers for Accounting Department.
  22. Approves vendors’ requests for payments for Office Services invoices.  Interfaces with Accounting Department regarding status of outstanding invoices and check requests.
  23. Assists as needed in maintaining the property including, but not limited to, landscaping, janitorial, maintenance, security, pest control, and all building systems.
  24. Acts as back-up liaison to tenants to ensure a positive, cooperative relationship and to facilitate a good working relationship with tenants and their employees.
  25. Provides back-up support for Receptionist by answers incoming calls and routes to appropriate department or person. Monitors all general delivery mailbox phone messages and distributes to the appropriate person(s) via voice or email.
  26. Greets walk-in guests, determines nature of visit and notifies appropriate department or person(s).
  27. Maintains neat appearance of reception and lobby areas.
  28. Assist, as needed, with the distribution of incoming mail and deliveries.
  29. Distributes incoming faxes.
  30. Maintains front desk procedures and maintains procedure binder.
  31. Maintains daily attendance list of office personnel.
  32. Assists with coordination of service calls for office equipment.
  33. Other job-related duties as may be assigned.
Qualifications

Education

This position requires a high school diploma or equivalent certificate.

Additional degree(s) that are preferred for this position include:

Bachelor’s Degree

 

Work Experience

 Below is the required/preferred work experience for this position:

Length in experience

Type of work experiences

Specific duties

Required/Preferred

  2+ years

Experience in office management experience or 2 years college with 5 years’ experience in office management

 

Required

  2+ years

Knowledge of the real estate industry

 

Preferred

 

Knowledge of MS Office Suite, Excel, PowerPoint, and Outlook

 

Required

 

Licenses & Certificates

None

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