Administrative Coordinator - Ultimate Staffing Services

DUTIES AND RESPONSIBILITIES:

Reception

• Greets visitors and notifies the appropriate staff member of their arrival.
• Answers questions about the organization, programs, and resources.
• Answers incoming phone calls, administration and information email boxes, handles office mail, and distributes it to the appropriate staff.

Administrative and Marketing Support

• Assists with writing and typing memoranda, correspondence, reports, and presentations.
• Writes and distributes Board and Committee meeting minutes in a timely manner.
• Prepares for monthly Board of Directors and Committee meetings, quarterly Advisory Board meetings, and other meetings as needed.
• Assists with events and programs.
• Handles workshop logistics, including room set-up, registration, handouts, speaker correspondence, evaluations, and files.
• Helps schedule meetings.
• Assists with travel plans.
• Updates websites and social media.
• Handles sending mail.

Office Coordination

• Manages equipment maintenance, replacement, and training.
• Acquires needed office supplies and services.
• Maintains check receipt log.
• Maintains office inventory log.
• Assists with accounts payable and receivable.
• Helps recruit and manage interns to coordinate tasks with other staff.

Grant Management Support

• Assists with the preparation of reports to government and private sector funders.
• Updates CRM database and performs quality control on entries.
• Helps with periodic surveys of clients and businesses.

QUALIFICATIONS:

• Associate's degree, or two years of experience in an office setting. Bachelor's degree preferred.
• Comfortable in a busy corporate environment with the ability to manage multiple priorities effectively.
• Excellent organizational, oral, and written English communication skills.
• Proficiency in Office products.
• Knowledge of CMS databases, Adobe.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, and Los Angeles County Fair Chance Ordinance. For unincorporated Los Angeles county, to the extent our customers require a background check for certain positions, the Company faces a significant risk to its business operations and business reputation unless a review of criminal history is conducted for those specific job positions.