Office Services Coordinator

Job Title: Office Services Coordinator

Location: Irvine, CA 92612

Duration: 4 Months - Potential to convert to FTE depends on business needs

Hours: 8:30am-5:30 M-F (subject to change) | 40 hours

Summary:

As a Office Services Coordinator, you will assist with providing administrative support to a small team or department.

Overview of Work Environment/Client Nuances/Team Overview: The resources will assigned and working with a broker and shared team.

Resource's typical working day:

• Voucher Processing: Preparing and executing vouchers for various transactions, ensuring accuracy and timely submission.
• Expense Management: Assisting with the preparation and reconciliation of expense reports, including tracking and submitting receipts.
• Administrative Contract Support: Supporting the management of administrative contracts, including documentation, tracking, and coordination with relevant stakeholders.
• Accounts Receivable (AR): Assisting with AR-related tasks such as invoice tracking, follow-ups, and basic reporting.
• DocuSign Management: Coordinating electronic document signing through DocuSign, including sending, tracking, and filing completed documents.
• Light Marketing and Event Support: Providing assistance with minor marketing tasks and supporting internal or client-facing events as needed.
• Calendar Management: Scheduling and coordinating meetings for brokers, ensuring availability and timely communication.
• Printing and Binding: Preparing marketing materials, including printing and binding collateral for presentations or client meetings.
• Other administrative tasks

Must Have Skills:

• Communication & Collaboration: Strong verbal and written communication skills, with the ability to collaborate effectively across teams.
• Technical Proficiency: Proficient in Microsoft Excel, Word, and PowerPoint.

Software skills:

• Proficient in Microsoft Excel, Word, and PowerPoint.
• Basic computer functions
• Familiarity with Adobe InDesign is a strong plus.
• Experience in managing or working with CRM systems is a plus.

Years of Experience:

• At least 2 years of experience
• Education: HS/GED
• Pre-screening: Microsoft office assessments
• Interview Process: 1 virtual and 1 onsite.