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Office Coordinator

Los Angeles, CaliforniaPart-time
About the Job
James Capital Advisors is seeking an Office Coordinator Extraordinaire. The ideal candidate efficiently manages the day to day operations of the office with a pleasant and upbeat attitude. Prior experience as an Assistant/Administrator is a plus. This is a high-level multi-tasking role, requires extreme attention to detail. 

Primary Roles: 
  • Office Coordination.
  • Internal Event Research/ Coordination.
  • Provide assistance as needed to two executives.

Primary Responsibilities:
  • Welcome clients and visitors to the office and assist them as needed.
  • Perform various clerical tasks as needed (file papers, organize supplies, etc.).
  • Take meeting notes and transcribe them into email, document, or spreadsheet form.
  • Prepare and send faxes.
  • Answer phones and route calls to appropriate persons.
  • Take and deliver phone messages.
  • Manage, sort, and dispense incoming mail and faxes.
  • Prepare outgoing mail, faxes, and packages.
  • Perform general bookkeeping duties.
  • Maintain staff and company calendars.
  • Set appointments, meetings, and conference calls.
  • Reserve conference spaces for meetings.
  • Conference room calendar management.
  • Notify and remind all parties of upcoming events, lunches, meetings, etc.
  • Plan out of town travel arrangements for executives.
  • Suggest changes to office task workflow in order to improve efficiency.
  • Organize company lunches.
  • Maintain an organized workspace at all times.
  • Clean and tidy public office spaces.
  • Frequently check office/kitchen supply stock; reorder supplies when needed.
  • Track orders and maintain vendor relationships (point of contact).
  • Attend company meetings and take notes, keep minutes, etc.
  • Report any updates or pertinent issues that need addressing to the office manager.
  • Uphold and carry out company office policies and procedures.
  • Send company-wide communication and updates.
  • Additional ad hoc duties as assigned.

Desired Qualifications:
  • 2+ years’ experience in Office Administration.
  • Highly proficient in Microsoft Office 365 (Word, PowerPoint, Excel).
  • Outstanding written and verbal communication skills.
  • Proactive thinking and take-charge attitude.
  • People-oriented, ability to understand how agents and salespeople work.
  • Curious and motivated to find a “better way”.
  • Energetic and enthusiastic enjoys working with different personalities and can adapt/accommodate other working styles while achieving goals.
  • Service-oriented and responsive. Works well under deadlines. Can employ personal time management to prioritize projects and get the work completed.
  • Strong work ethic.
  • Reliable and dependable.
  • Organized and detail-oriented.
  • Flexible and able to handle multiple requests and competing priorities.
  • Excellent time management and project management skills.
About James Capital Advisors

James Capital Advisors is an energetic, ambitious and fast growing commercial real estate brokerage. www.jamescapitaladvisors.com