Office Administrator

About the role

JVS-SoCal is a nonprofit, non-sectarian social service agency providing job training, education, career services, mentoring, and placement assistance to diverse and multicultural populations. Founded in 1931, we transform lives and empower individuals to achieve sustainable employment and financial independence. JVS SoCal serves over 30,000 clients annually at more than 20 locations throughout Southern California.

Responsibilities

• Front Office:
  • Serve as primary contact for visitors, vendors, and callers.
  • Provide a professional reception experience by greeting and directing visitors.
  • Answer, screen, and route telephone calls.
  • Coordinate visitor access with building security.
  • Maintain a clean, organized reception area.
• Administrative and Operational Support:
  • Provide administrative support to the Director of Project Management.
  • Provide approved administrative support to other departments as workload permits.
  • Prepare correspondence and meeting materials.
  • Conduct internet research and compile information.
  • Maintain electronic and paper filing systems.
  • Manage calendars, office supplies, and records.
  • Track administrative assignments.
  • Recommend improvements to office processes.
• Facilities, Vendors & Office Services:
  • Coordinate office vendors, maintenance, copier/printer services, shipping, first aid, recycling, and document storage.
  • Serve as liaison with building management and security.
  • Coordinate equipment maintenance and service requests.
• Meetings & Events:
  • Coordinate conference rooms, catering, meeting logistics, and organizational events.
  • Support staff and special meetings as assigned.
• Communications & Technology:
  • Create flyers and visual communications.
  • Proofread publications and presentations.
  • Perform periodic website content reviews.
  • Use Microsoft 365, Teams, SharePoint, Google Workspace, Zoom, and project-tracking applications.
  • Use AI tools such as ChatGPT and Microsoft Copilot appropriately to improve productivity.
• Other duties as assigned by manager.

Requirements

• Experience as a Receptionist, Front Office Representative, or similar role.
• Proficiency in Microsoft Office Suite.
• Experience with office equipment (e.g., fax machines and printers).
• Professional attitude and appearance.
• Solid written and verbal communication skills.
• Ability to be resourceful and proactive when issues arise.
• Excellent organizational skills.
• Multitasking and time-management skills, with the ability to prioritize tasks.
• Customer service attitude.

Physical Demands

• Stand for extended periods.
• Sit for extended periods.
• Bend and reach for filing and other job-related functions.
• Climb up and down stairs.
• Bend, stoop, and lift to move and retrieve materials.
• Pull, push, and lift.
• Reach both above and below shoulder height.
• Specific visual abilities include close vision, color vision, depth perception, and the ability to adjust focus.
• Inspect work visually.
• Manual dexterity to operate computers and other office equipment.

Reasonable accommodation may be made to meet the physical demands described above.

Pay

$25.00 per hour + benefits