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About the Role

The Office Assistant is responsible for the professional and efficient management of visitors, vendors, clients, telephone calls, and messages, along with various clerical duties to support the regional office. This role maintains office operations by handling communications, supplies, and equipment, while serving clients and representing the Company professionally.

Responsibilities

• Organize and coordinate office operations and procedures to ensure effectiveness and efficiency.
• Maintain office and kitchen tidiness.
• Order and receive food deliveries.
• Answer phones and transfer calls to the appropriate staff member.
• Take and distribute accurate messages.
• Greet visitors and clients, directing them to conference rooms or offices.
• Coordinate messenger and courier services.
• Assist with special events, such as board meetings or VIP client arrivals.
• Receive, sort, and distribute incoming mail.
• Prepare outgoing mail with addresses and correct postage.
• Coordinate conference room schedules and appointments.
• Update and maintain the internal office phone list.
• Maintain office aesthetics and upkeep of non-IT related equipment.
• Maintain office efficiency by managing inventory, anticipating supply needs, and ordering office supplies and furniture.
• Process vendor invoices through Nexus payables.
• Oversee and implement Green & Recycling Initiatives.
• Perform work-related errands, such as going to the post office.
• Coordinate with the building maintenance team for repairs and maintenance.
• Provide administrative support to the Portfolio Manager, VP of Portfolio Management, and Property Management as needed.

Requirements

• 1-2 years of office administration or office assistant experience required.
• Excellent computer skills and demonstrated working knowledge of computers and software including MS Windows, Word, Excel, and PowerPoint.
• Extremely flexible, proactive, highly organized, with the ability to shift priorities, multi-task, and handle heavy work flow processing under time-sensitive deadlines.
• Ability to work under pressure and manage competing priorities while staying focused and meeting deadlines without sacrificing accuracy.
• Strong verbal and written communication skills, with the ability to interact well with all levels of the corporation.
• Polished professional demeanor with strong presentation and interpersonal skills.
• Ability to maintain confidentiality and follow through to complete tasks.

Skills

• MS Windows
• Word
• Excel
• PowerPoint
• Communication skills
• Interpersonal skills
• Organization
• Time management
• Multitasking

Location

• Los Angeles
• Silicon Valley
• San Francisco
• Seattle
• Vancouver

Work Type

• Full-time

Experience Level

• 1-2 years

About the Company

• Hudson Pacific Properties is a real estate company focused on innovation epicenters for media and tech.
• Founded in 2006, the company owns, transforms, builds, and operates marquee office and studio properties in key locations like Los Angeles, Silicon Valley, San Francisco, Seattle, and Vancouver.
• Their properties are home to Fortune 500 companies, premier growth companies, and groundbreaking start-ups, particularly in the media and tech industries.
• The company concentrates on areas where talent resides and wants to be, working closely with tenants and clients to create ideal environments and provide services that enable employees to thrive.
• They build, create value, and focus on future opportunities.

Equal Opportunity

• Hudson Pacific Properties is proud to be an Equal Opportunity employer.
• They consider all qualified applicants for employment without regard to race, color, religion, creed, sex, gender identity or expression, national origin, age, disability, medical condition, marital status, sexual orientation, genetic information, protected veteran status, or any other basis protected by applicable law, including federal, state, and local fair chance laws.
• Employment is contingent upon completion of applicable screenings in accordance with local laws.
• The company uses E-Verify to confirm the identity and employment eligibility of all new hires.
• If you require a reasonable accommodation during the application or hiring process, please notify them at talent@hudsonppi.com.