Administrative Office Services Assistant
Beacon Hill Staffing Group, LLC

Job Info

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Our client, a real estate investor located in San Francisco, CA, is seeking a Temporary to Permanent Administrative Office Services Assistant to support the office and 3-4 VPs. The hours are 9am-5pm with flexibility for overtime and this role is in the office five days a week.

Responsibilities:

• Maintain clean and professional appearance of reception, kitchen and general office
• Greet visitors, accept deliveries, distribute mail
• Organize catering services, printing meeting materials and assist with conference calls set-up as requested
• Oversee copy machines to ensure working properly including ordering paper and toner supplies. Partner with IT support to log service calls for repair as needed. Open IT support tickets as requested for the team
• Monitor and order office and kitchen supplies
• Process all regional invoice payments related to the San Francisco office and/or coding invoices utilizing company on-line accounts payable work flow to process payments. Process vendor check, and wire requests as needed
• Preparing and reforecasting budgets, including tracking office costs throughout the year
• Perform as San Francisco office records management coordinator to include understanding, implementing and executing company records retention policies and procedures. Manage local hard copy files and on-line drives
• Responsible for the management of all office mailings and courier services to include directing correspondences to and from other properties with the regional office and managing postage machine and deliveries
• Prepare/book travel and complete expense reports for senior employees as well as general administrative support for the San Francisco office
• Register the team for events, seminars, conferences and organizing agendas
• Coordinate the planning of the region's external meetings and social events such as seasonal outings, town halls and holiday parties
• Partner with Finance colleagues to assist with monthly accruals and variance reports. Assist with quarterly reforecast and headcount reports, annual budgets and managing the G&A budget
• Prepare and format information for internal and external distribution, including meeting minutes, letters, memos, reports and presentations
• Records management - responsible for setting up and managing both electronic and paper filing systems. As well as taking steps to maintain company compliance with record keeping policies
• Perform other clerical duties such as obtaining signatures, filing, photocopying, collating, faxing etc.

Qualifications:

• Bachelor's Degree highly preferred
• 3+ years of experience, preferably out of professional services or Real Estate.
• Tech savvy: proficient in Microsoft Office Suite (Word, PP, Excel)
• Ability to organize, multitask, and prioritize workload
• Self-sufficient team player mentality
• Proactive problem solver with a "can do" attitude
• Experience working with expense management and accounting software a plus

Compensation/Benefits:

• Up to 90-100K DOE + discretionary bonus
• Medical, dental, vision, and life insurance
• 401K with match
• Generous vacation policy

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser: https://jobs.beaconhillstaffing.com/eeoc/

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill Staffing Group and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.beaconhillstaffing.com .

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

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