Entry level admin assistant Jobs in Hawthorne ca

Job Description

Job Description

We are offering a long term contract employment opportunity for an Admin Assistant in Santa Monica, California. As an Admin Assistant, you will be instrumental in coordinating a team of multi-skilled operatives, developing relationships with key stakeholders, and maintaining our facilities. This role is critical in ensuring timely and accurate completion of tasks.

Responsibilities :

• Coordinate and support a team of multi-skilled operatives, ensuring optimal performance
• Develop and maintain effective working relationships with stakeholders, landlords, managing agents, and vendors
• Manage on-site contractors, ensuring they adhere to required standards
• Assist in procuring vendors and services as necessary
• Support financial processes to ensure timely and accurate financial management
• Manage purchase orders within our internal financial management platform
• Contribute to the preparation of monthly accrival reports and maintain finance trackers
• Carry out site inspections, assessments, regular audits, safety procedures, and building procedures
• Assist in the implementation of property risk management programs and industry best practices
• Maintain the premises in a neat and good working condition at all times
• Support the implementation and monitoring of disaster recovery and business continuity plans
• Follow established escalation and incident reporting procedures
• Provide support for regular management reports and projects as required
• Strive to meet Key Performance Indicators (KPIs) and Service Level Agreement (SLA) targets.
• Demonstrated proficiency in Reporting, highlighting the ability to compile, verify and analyze data for various departmental needs.
• Strong skills in Microsoft Excel and Microsoft Word, essential for document creation, data management and presentation.
• Experience in Operations and Procedures, ensuring the smooth running of office functions and processes.
• Familiarity with Microsoft Outlook for efficient email communication and schedule management.
• A background in Finance and Auditing, necessary for accurate financial reporting and compliance.
• Experience with Vendors, including negotiating contracts, ordering supplies, and maintaining relationships.
• Ability to Perform Ad Hoc Financial tasks, providing flexibility in financial management.
• Knowledge of Facility and Property management, ensuring a safe and efficient workspace.
• Experience in Implementation and Procurement, particularly in purchasing and managing resources.
• Ability to effectively communicate with Stakeholders, Partners and other key parties.
• Experience with Purchase Orders, including creating, tracking, and monitoring.
• Proficiency in using Monitoring Tools for tracking business performance and productivity.
• Understanding of Conductivity in a business environment, fostering effective communication and workflow.
• Experience in KPI Reporting, providing valuable insights into the company's performance.
• Knowledge of Risk Management, ensuring company operations adhere to industry regulations and standards.
• Ability to meet Agreement Targets, demonstrating negotiation and relationship management skills.
• Understanding of Accrual Accounting, essential for accurate financial reporting and analysis.
• Adherence to Safety Guidelines, ensuring a secure work environment for all employees.