Admin And Facilities Support Coordinator

Admin And Facilities Support Coordinator

Founded in 1978, California Closets has built a reputation as the leader and design authority in premium space management, delivering custom-designed organizational solutions and exceptional service. We believe home is more than just a place — it should be a source of creativity, comfort, and connection. From beautiful walk-in closets and entertainment centers to versatile pantries and home offices, we design custom storage solutions that add value to your life and home by making space for what belongs. Think of it as 'practical magic.'

The Admin and Facilities Support Coordinator is responsible for overseeing both the administrative and physical aspects of the organization or facility. This role is a blend of administrative and facilities support including coordinating maintenance and repairs, ensuring safety compliance, and managing office workspace for productivity.

Responsibilities:

• Perform front desk receptionist duties: greet visitors, and answer and direct phone calls
• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
  • Manage mail intake, delivery and record retention
  • Manage kitchen supplies inventory, place orders as necessary and organization of the breakroom
  • Maintain cleanliness of all shared office spaces including breakroom, meeting rooms and waiting areas
  • Outlook administrator for meeting rooms
• Managing budget and tracking expenses for office supplies and equipment inventory
• Coordinating and scheduling meetings and events that occur in Phelp's office.
• Implementing and maintaining administrative policies and procedures and may involve training new staff of these procedures/systems.
• May include tasks like data entry, report generation, and record keeping.
• Overseeing and key liaison for maintenance and repair activities for the facility, including office equipment and coordinating with vendors for facility needs
• Managing vendor relationships and contracts, such as security, cleaning and other facility-related services.
• Manage relationship and schedule of cleaning company
• Manage schedule and coordination of maintenance items for lease compliance
• Manage team member security access for onsite security system
• Assist walk-in customers by helping retrieve materials associated with small-scale purchase orders
• Provide administrative support to CCO Personnel across a range of operational tasks, which may include:
  • Manage folder inventory by breaking down and reallocating unused folders to key personnel
  • Manage project folders upon job completion, including uploading final photos and relevant documentation to ensure accurate record keeping
  • Provide support with administrative aspects of service requests, as needed, to ensure smooth workflow and documentation
  • Assist with daily reminder calls, as needed to clients regarding upcoming installations ensuring clear communication

Qualifications:

• High School Diploma and/or GED
• Must have prior experience working as an administrative assistant in one or more positions which were high pressured and required meticulous attention to detail and excellent organizational skills
• Tech savvy with the ability to quickly learn and apply various business systems (i.e., Microsoft Office)
• Must be detail-oriented, and careful with a keen ability to proofread, the ability to manage projects and maintain organization within the legal team
• Must demonstrate excellent communication skills, a pleasant demeanor and be a strong team player
• Prior experience in corporate law setting a plus but not required

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