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Office Administration Coordinator
Job in
Los Angeles, Los Angeles County, California, 90079, USA
Listed on 2026-08-22
Listing for:
Jobtailor
Full Time
position Listed on 2026-08-22
Job specializations:
-
Administrative/Clerical
Office Administrator/ Coordinator, Administrative Management, Virtual Assistant/ Remote Admin, Executive Admin/ Personal Assistant
Job Description & How to Apply Below
- Manage conference room scheduling, ensuring rooms are booked, clean, and fully prepared for meetings.
- Coordinate conference room services, including catering, IT support, facilities, and other meeting logistics.
- Oversee visitor offices, including reservations, administrative support, car service, messenger service, and supply management.
- Schedule recurring departmental meetings and luncheons.
- Provide reception support as needed, ensuring calls and visitors are handled professionally.
- Generate daily reports related to visitors, catering services, meetings, and events.
- Partner with the Director of Administration (DOA) on workplace operations, staffing updates, scheduling changes, and process improvements.
- Conduct weekly reviews of upcoming conference room and visitor reservations.
- Enter visitor information into the security system, validate guest parking, and coordinate temporary building access.
- Collaborate with the events team to identify venues and assist with planning firm events.
- Provide on-site event support, including site visits and event coordination.
- Help ensure the physical workplace operates efficiently by partnering with the DOA on office operations.
- Coordinate with building management, engineers, and vendors to identify and resolve facility issues.
- Manage vendor relationships, ensuring Certificates of Insurance (COIs) are current and coordinating routine maintenance and inspections.
- Lead office and building shutdown procedures when required.
- Oversee office supply inventory, ordering, storage, and distribution.
- Monitor the office for maintenance issues (e.g., leaks or repairs) and coordinate timely resolution with building management and vendors.
- Assist with employee seating assignments, office moves, and space planning initiatives.
- Support long-term office space planning projects.
- Coordinate pantry services, including water, coffee, beverages, and snacks.
- Partner with the copy center to maintain appropriate inventory levels of paper and toner and ensure equipment maintenance schedules are followed.
- Demonstrated experience coordinating meetings, events, conference services, and executive or client-facing support.
- Strong organizational and project management skills
- Excellent written and verbal communication skills
- Experience working with vendors, building management, and cross-functional teams.
- Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
- Ability to exercise sound judgment, maintain confidentiality, and work independently with minimal supervision.
- Strong attention to detail and a proactive approach to identifying and resolving workplace issues.
- Ability to lift and move office supplies or meeting materials as needed and occasionally work outside of standard business hours.
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