Office Assistant / Facilities Coordinator

Los Angeles, CA 90071

Posted: 03/13/2023 Category: Professional

Job Description

A-Line Staffing is now hiring a Facilities Services Assistant / Office Support Specialist in Los Angeles, CA! The Position would be working for a great company and has career growth potential.


This would be full-time / 40+ hours per week. - Must be available to work any 8-hour shift between normal business hours 8 am and 5 pm.

Pay Rate: $20 Per hour



Benefits are available to full-time employees after 90 days of employment and include health, optical, dental, life, and short-term disability insurance

  • A 401(k) with a company match is available for full-time employees with 1 year of service on our eligibility dates


  • This position is a contract assignment with the potential to hire permanently based on attendance, performance, and business needs
  • The required availability for this position is normal business hours between 8 am-5 pm.


  • Reception/Conference/Meeting Rooms Setup and Catering
    § Perform all duties related to reception/switchboard including call and visitor handling
    § Meet, greet, and announce visitors in a professional manner
    § Ensure visitors are identified in accordance with security procedures. Handle hoteling/visitor office space requests as required
    § Monitor booking tool and communicate/liaise with colleagues booking conference rooms to verify requirements and expedite changes
    § Physical set up / break down of rooms for meetings
    o Ensure conference rooms and meeting rooms are stocked with equipment and/or refreshments daily, as required
    o Monitor to ensure housekeeping standards are maintained in conference/meeting rooms
    o Track upcoming conference/meeting room bookings
    o Ensure conference/meeting rooms are set-up as requested
    § Organize catered meals and provision of special equipment, as required
    § Perform daily maintenance and inventory of basic meeting room equipment such as speaker phones, tables and chairs, projector screens, lighting and heating/air conditioning
    § Proactively ensure that excellent housekeeping standards are maintained in conference/meeting rooms

    Facilities Services Support
    § Provide first-line support and guidance for all Facilities Services processes, systems, and tools - escalate issues in a timely manner and follow up/track to ensure issues are resolved appropriately
    o Also assists with ad-hoc requests for the office/market
    o Monitor the local Facilities Services mailbox and Service Central queue, responding promptly to inquiries
    § Ensure compliance with Soft Services Standard Operating Procedures and IT Smart Hands Standard Operating Procedures
    § Assist end users with the operation of audio-visual equipment
    § Help to maintain the overall cleanliness and order/organization of the office space
    § Assist with checking and coding of vendor invoices; monitor vendor performance
    § Work with the Facilities Services Manager, building management, and outside vendors to arrange for repairs and maintenance of office furnishings, fixtures, equipment, and space
    § Support space management activities, including monitoring occupancy limits and assisting with data reporting
    § Support maintenance of local asset inventory listings and floor plans
    § Manage all inventory levels (pantry/supplies) including daily stocking of all supplies for office and pantries
    § Participate in Day 1 orientation for new hires
    § Assist with Occupational Health and Safety updates (e.g., general space walk through for potential hazards)
    § Perform other Facilities Services duties as identified by the FSM which may include work on special projects
    § Escalate questions/concerns to the Facilities Services Manager

    Other Responsibilities
    Mail/Print Support
    § Cross Train in post and courier services to ensure timely collection and delivery, process outgoing mail and courier services procedures (USPS, FedEx, UPS, and other carriers)
    § Ensure operation of all mail support equipment and maintenance of Pitney Bowes
    § Troubleshoot printer problems
    § Coordinate maintenance of equipment including printers, binding equipment, laminator, postage machines, and courier label machines
    § Oversee stationery supplies and stock levels; place/coordinate orders for stationery/general office supplies; maintain appropriate records
    § Escalate Uniflow secure print issues following defined protocols
    § Ensure compliance with Mail, Print, and Reprographics Standard Operating Procedures
    § Escalate questions/concerns to the Facilities Services Manager

    Records logistics
    § Facilitate the retrieval of records from off-site storage, as well as their return to storage
    § Partner with the business and send inactive records to off-site storage (on an annual basis or due to on-site space constraints)
    § Maintain records management stock (e.g., files, labels, boxes)
    § Control access to highly sensitive files in compliance with Records Management guidelines
    § Escalate questions/concerns to the Facilities Services Manager/Corporate Records Management




Job Requirements


  • High School Diploma or GED
  • Attendance is mandatory for the first 90 days

If you think this Facilities Services Assistant position is a good fit for you, please reach out to me - feel free to call, e-mail, or apply to this posting! – Kyle Gregory

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