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Administrative Coordinator
Ref No.: 18-03198
Location: Universal City, California
Position Type:Contract
Shift:First
Job Category:Admin/Secretarial
Benefits:401K, Dental Insurance, Life Insurance, Medical Insurance, Vision Insurance
Position: Administrative Coordinator
Location: Universal City, CA
Contract Term: 3+ Months
Schedule: 9:00AM - 6:00PM, Monday - Friday
Pay Rate: $19.00/hour
Screenings: Background screening prior to start date

Responsibilities:
  • Assists with administrative and clerical processes in support of the project teams. Includes both routine and non-routine administrative assignments.
  • Essential Functions
  • Provides general administrative support and performs clerical duties for project team managers and reps, including calendar management, expense reports, travel arrangements, office supplies and ordering, and routine correspondence.
  • Assists with processing purchase orders, and invoice payment processing.
  • Analyzes, compiles, updates and maintains project reports on spreadsheets, Word, and databases.
  • Refers project data/information to the appropriate parties.
  • Schedules and coordinates project meetings and/or conference calls with internal and external clients and vendors. Distribute meeting minutes, initiates and follows-up with action items and Project Management.
  • Reads and routes incoming mail and processes outgoing mail for the project team. Disseminates sensitive materials to the appropriate areas.
  • Maintains and archive electronic and hard-copy project files
  • Processes project security clearances, reprographic and express delivery orders, office supply and maintenance orders. Assists office manager when needed.
  • Performs other duties as assigned.
Qualifications:
  • Minimum 1 year experience with a design/production/construction firm in an administrative capacity preferred.
  • Must be able to work 8 AM to 5 PM Monday through Friday
  • Willingness to work overtime and/or on weekends with short notice Desired Characteristics
  • Proven ability to communicate with all business levels over the phone, through written communication and in-person to create a comfortable and appropriate professional relationship.
  • Must be able work independently, identify and communicate creative solutions to challenges, maintain a strong focus on business priorities and be persistent in follow-through.
  • Ability to orchestrate and execute multiple activities simultaneously in a fast-paced environment using resources effectively and efficiently.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
  • Familiarity with Microsoft Access or equivalent database programs
  • Proven ability to quickly and comfortably follow complex workflow processes and navigate various electronic systems.