Administrative Coordinator

Beacon Hill; California; On-site; USD 42,000 - 63,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Leave programs

Job summary

Beacon Hill seeks a dependable Administrative Coordinator for a temporary assignment in California, supporting the Office Administrator and greeting visitors. The role requires in-office attendance Monday through Friday, 8:30 AM–5:00 PM, with overtime and flexibility as needed.

Responsibilities include scheduling conference rooms, coordinating catering and travel, and handling vendor and meeting logistics. Strong customer service, organization, and MS Office skills are essential.

Qualifications

• 1-3 years of customer service, hospitality, reception, or office support experience in a professional office environment.
• High school diploma required; Bachelor's degree preferred.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, clients, and colleagues.
• Professional, positive attitude and strong commitment to customer service.
• Proficiency in Microsoft Office Suite.
• Experience utilizing online resources for research, reservations, and service coordination.
• Event coordination experience is a plus.
• Strong organizational skills with the ability to manage multiple priorities while maintaining composure in a fast-paced environment.
• Demonstrated initiative, strong work ethic, and willingness to learn.
• Strong problem-solving and decision-making skills.
• Reliable, punctual, and dependable.

Responsibilities

• Greet clients and visitors and escort according to security procedures.
• Assist with scheduling conference rooms and coordinate IT support for client services.
• Remain current with organization structure and key personnel.
• Provide concierge-style services including hotels, dining, travel, and transportation.
• Prepare budgets and assist in securing vendors for office events.
• Coordinate logistics for administrative meetings and trainings.
• Assist with sponsorships and client-development events.
• Reconcile invoices and process payments through the expense system.
• Manage visiting employee offices and workspace accommodations.
• Manage visitor access badges and parking validation.
• Submit maintenance requests through the building management system.
• Support additional responsibilities and special projects.

Skills

Customer service

Hospitality

Reception

Office support

Microsoft Office

Scheduling

Event coordination

Communication

Education

High school diploma

Bachelor’s degree preferred

Tools

Online reservation tools

Expense management system

Building management system

Video conferencing

Job description

Our client is seeking a temporary (Minimum of 40 days) dependable, polished, and poised individual who is a self-starter with the ability to provide a high level of customer service. The Administrative Coordinator directly supports the Office Administrator and acts as the first impression and point of contact for visitors. This individual is responsible for escorting guests to conference rooms and providing business center support such as arranging catering, coordinating transportation, and more.

This position requires in-office attendance Monday through Friday from 8:30 AM to 5:00 PM. Overtime and schedule flexibility may be required from time to time.

Responsibilities Include But Are Not Limited To:

• Greet clients and visitors and follow office security procedures and protocols for all visitors, ensuring guests are identified and properly escorted.
• Assist with scheduling conference rooms utilizing online tools and work with internal teams and IT to ensure seamless client services, including food orders, video conferencing, and technology support.
• Remain current with the structure of the organization, including departments, offices, and key personnel.
• Provide concierge-style client services, including arranging hotels, restaurants, travel, boarding passes, transportation, entertainment, and more.
• Prepare budgets and assist in securing vendors for office events.
• Coordinate logistics for administrative meetings and events, including trainings, special projects, and team events.
• Assist the Office Administrator with the coordination and execution of sponsorships, client-development activities, and other special events.
• Reconcile invoices and credit card statements and process payments through the expense management system.
• Manage requests for visiting employee offices and workspace accommodations.
• Manage visitor access badges, including issuing, tracking, and canceling access.
• Maintain office parking validation records.
• Submit office maintenance requests through the building management system.
• Support additional responsibilities and special projects as assigned.

Qualifications

• Minimum of 1-3 years of customer service, hospitality, reception, or office support experience in a professional office environment.
• High school diploma required; Bachelor's degree preferred.
• Excellent written and verbal communication skills, with the ability to interact professionally with executives, clients, and colleagues.
• Professional, positive attitude and strong commitment to customer service.
• Proficiency in Microsoft Office Suite.
• Experience utilizing online resources for research, reservations, and service coordination.
• Event coordination experience is a plus.
• Strong organizational skills with the ability to manage multiple priorities while maintaining composure in a fast-paced environment.
• Demonstrated initiative, strong work ethic, and willingness to learn.
• Strong problem-solving and decision-making skills.
• Reliable, punctual, and dependable.

Beacon Hill is an equal opportunity employer and individuals with disabilities and/or protected veterans are encouraged to apply.

California residents: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile:

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties/disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

Benefits Information:

Beacon Hill offers a robust benefit package including, but not limited to, medical, dental, vision, and federal and state leave programs as required by applicable agency regulations to those that meet eligibility. Upon successfully being hired, details will be provided related to our benefit offerings.