Administrative Coordinator

Beacon Hill Staffing Group, LLC; Los Angeles (CA); On-site; USD 30,000 - 47,000; Full time

Job summary

Beacon Hill Staffing Group, LLC in Los Angeles is seeking a dependable Administrative Coordinator to support the Office Administrator. This in-office role manages guest seating, conference rooms, catering, travel, and related business center tasks.

The position requires a professional, polished demeanor, 1–3 years of relevant experience, and strong MS Office skills. Monday–Friday, 8:30 AM–5:00 PM, with overtime and schedule flexibility as needed.

Qualifications

• Minimum 1–3 years of customer service, hospitality, reception or office support experience.
• Excellent written and verbal communication skills for interacting with executives, clients and colleagues.
• Proficiency in Microsoft Office Suite and online resources for research, reservations and service coordination.

Responsibilities

• Greet clients and visitors, follow security protocols, escort guests to conference rooms.
• Coordinate scheduling of conference rooms and support IT for video conferencing and catering.
• Maintain knowledge of org structure, departments and key personnel.
• Provide concierge-style services (hotels, restaurants, travel, transport, entertainment) as needed.
• Prepare budgets and assist in vendors for office events.
• Coordinate administrative meetings and events, trainings and team events.
• Assist with sponsorships and client-development activities.
• Reconcile invoices and process payments through expense systems.
• Manage visiting employee access, badges and workspace requests.
• Maintain parking validation records and submit maintenance requests.
• Support additional responsibilities and special projects as assigned.

Skills

Customer service

Hospitality

Reception

Office support

Microsoft Office

Education

High school diploma

Bachelor's degree (preferred)

Tools

Microsoft Office Suite

Job description

Beacon Hill was founded to set a new standard in search, career placement and flexible staffing.

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

• 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.

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.

We look forward to working with you.Beacon Hill. Employing the Future