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Office Coordinator

First Resonance

First Resonance

Administration
Los Angeles, CA, USA
Posted on Wednesday, August 2, 2023

We are seeking a highly organized and proactive Office Coordinator to join our team. As an Office Coordinator, you will play a crucial role in ensuring the smooth and efficient operation of our office and team. You will be responsible for various administrative and scheduling tasks, managing office supplies, coordinating office events, and providing exceptional support to employees and visitors. The ideal candidate must be detail-oriented, possess excellent communication skills, and be able to handle multiple tasks with ease.

Responsibilities:

Administrative Support: Provide general administrative assistance to various departments, including preparing documents, handling correspondence, and scheduling appointments and meetings.
Office Supplies Management: Monitor and maintain inventory of office supplies, ensuring their availability and timely replenishment. Place orders for new supplies as needed while adhering to budget guidelines.

Facilities Coordination: Ensure the office is clean, safe, and well-maintained. Address any maintenance issues promptly and liaise with external vendors when necessary.

Travel Arrangements: Assist employees with travel bookings, accommodations, and related arrangements when required.

Event Coordination: Help Organize and coordinate office events, meetings, conferences, and social gatherings, ensuring they run smoothly and efficiently.
Data Entry and Record Keeping: Maintain accurate and up-to-date records, databases, and filing systems. Perform data entry tasks with precision and confidentiality.

Office Communication: Disseminate company-wide communications, announcements, and updates through various channels, such as emails and bulletin boards.
Expense Reporting: Assist employees in preparing and submitting expense reports, verifying receipts, and ensuring compliance with company policies.

Assist HR Functions: Support the HR department with onboarding new employees, processing paperwork, and maintaining employee records.

Recruiting Coordination: Assist with scheduling onsite interviews for candidates and ensuring a good candidate experience onsite.

Safety and Security Compliance: Monitor office security procedures and ensure compliance with safety guidelines and protocols.

Ad hoc Projects: Participate in special projects and assignments as requested by management, contributing to the overall efficiency and success of the organization.

Requirements:

  • College degree preferred; additional relevant qualifications are a plus.
  • Proven experience as an Office Coordinator, Administrative Assistant, or similar role.
  • Strong organizational and time management skills.
  • Excellent verbal and written communication abilities.
  • Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook).
  • Ability to prioritize tasks and work well under pressure.
  • Attention to detail and accuracy in performing tasks.
  • Professional and courteous demeanor with exceptional customer service skills.
  • Familiarity with office equipment and basic maintenance.
  • Ability to handle confidential information with discretion and integrity.
  • Ability to troubleshoot AV technical issues.
  • Flexibility to adapt to changing needs and responsibilities.

    Join our dynamic team as an Office Coordinator and play a vital role in supporting our company's operations and contributing to its success. If you are a proactive and detail-oriented individual with a passion for maintaining a well-organized and efficient office environment, we look forward to receiving your application.

Pay is based on factors such as (but not limited to) scope and responsibilities of the position, candidate's work experience and skillset, and location. Certain roles may be eligible for incentive compensation, equity and benefits.

Pay Range
$55,000$70,000 USD

First Resonance accelerates the speed and reliability of hardware development for companies manufacturing the next generation of hardware products. This includes electric airplanes, autonomous vehicles, robotics, and more. We are a group of software, hardware, and manufacturing engineers that are bringing the best of modern UX and data science to an industry that has been overly rigid in its innovation. We are removing the barriers preventing radical advancement by providing tools to manufacturing engineers and operators to move information more freely, collaborate with their teams more easily, and use the power of data to predict problems and provide insights that result in better hardware quality and delivery.