Admin and Facilities Support Coordinator

• 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

• 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

California Closets