Front Office Administrator

Caruso; Los Angeles (CA); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Lunch & learns

Employee engagement events

Dry cleaning

Job summary

Caruso is seeking a Front Office Administrator to maintain a professional and welcoming office for clients and employees. This role oversees daily administrative tasks, coordinates office services, and supports HR and events.

The ideal candidate is detail-oriented with strong communication skills, comfortable multitasking across reception, shipping, scheduling, and vendor coordination in a fast-paced Los Angeles setting.

Qualifications

• Minimum 2 years of work experience in customer service or administrative role.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint), Adobe, and Canva.

Responsibilities

• Maintain appearance and functionality of the corporate office, overseeing cleanliness and supplies.
• Manage inventory and order office and kitchen supplies to ensure timely availability.
• Liaise with engineering, housekeeping, and vendors to address maintenance issues promptly.
• Oversee office operations and HR invoice processing with accuracy and timely payments.
• Establish and maintain efficient filing and record-keeping systems.
• Coordinate repairs or replacements for office equipment.
• Plan and execute company events, programs, and meetings.
• Provide administrative support including calendars, meetings, and document prep.
• Assist HR with onboarding, offboarding, and maintaining office records.

Skills

MS Office

Communication

Interpersonal skills

Multitasking

Attention to detail

Customer service

Tools

Adobe

Canva

Job description

The Front Office Administrator plays a key role in maintaining a professional and welcoming atmosphere for clients and employees. This highly visible position requires exceptional communication skills, attention to detail, and the ability to handle various administrative tasks.

ESSENTIAL FUNCTIONS:

• Maintain the overall appearance and functionality of the corporate office by overseeing cleanliness, service, and stocking of supplies
• Manage inventory levels and order office and kitchen supplies as required, ensuring cost-effectiveness and timely availability
• Liaise with engineering, housekeeping, and external vendors to address maintenance issues promptly and efficiently
• Oversees office operations and HR invoice processing, ensuring accuracy and timely payment for all expenses
• Establish and maintain efficient organizational systems, including electronic filing and record-keeping, contributing to streamlined office operations
• Ensure the functionality of office equipment, managing service calls, and coordinating repairs or replacements when necessary
• Assist in planning and executing company events, programs, and meetings, ensuring seamless logistical support
• Provide administrative support to the office as a whole, including managing conference room calendars, scheduling meetings, and document preparation.
• Assist HR with onboarding new employees, employee offboarding, maintaining office records, maintaining company intranet, and coordinating events (benefits fair, lunch & learns, employee engagement events, employee birthdays)
• Serves as a central point of contact for internal company-wide communications
• Answer the corporate office’s general phone line, transfer calls to the appropriate person, take accurate messages as needed, and promptly route voicemail messages to the correct recipient
• Enhances workplace experience and employee engagement by arranging employee lunches, appreciation day activities, and other interactive office initiatives
• Manages shipping, receiving, and distribution of mail and packages.
• Facilitate daily employee perks and engagements such as dry cleaning, car wash, birthdays, etc.

MINIMUM REQUIRED QUALIFICATIONS:

• Ability to sit at a desk for extended periods.
• Equipment used includes PCs, phones, copiers, scanners, faxes, and door release systems.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint), Adobe, Canva, and basic computer skills.
• Professional demeanor, strong interpersonal skills, and a positive attitude.
• Exceptional attention to detail and strong written and verbal communication skills.
• Ability to multitask, prioritize tasks, and follow through on assignments.
• Problem-solving ability with a proactive approach to resolving issues.
• Ability to travel to and from properties within our portfolio for backup support.
• Flexible availability for occasional evenings, weekends, and holidays for special events.
• Capable of lifting up to 20lbs., handling packages, and distributing mail.
• Experience in office, retail, or hospitality customer service roles.
• Minimum of 2 years of work experience in customer service or administrative role.