Office Assistant

Hudson Pacific Properties; San Francisco (CA); On-site; USD 52,000 - 64,000; Full time

Job summary

Hudson Pacific Properties is seeking an Office Assistant to manage visitors, vendors, calls, and messages, while handling clerical duties that support the regional office. You will represent the company professionally to staff and clients and help maintain office operations.

Key tasks include organizing office procedures, managing mail and deliveries, assisting with events, coordinating conference room schedules, and supporting Portfolio Manager and Property Management teams.

Qualifications

• 1–2 years of office administration experience required.
• Bachelor’s degree in business or related field preferred.
• Proficient with MS Windows, Word, Excel and PowerPoint.
• Able to multitask and meet deadlines in a fast-paced environment.
• Strong verbal and written communication; professional demeanor.

Responsibilities

• Organize and coordinate daily office operations and procedures.
• Maintain office and kitchen tidiness and supplies.
• Handle front desk duties: answer calls, take messages, greet visitors.
• Coordinate conferences, meetings, and events; manage room schedules.

Skills

Office administration

Multi-tasking

Communication

Scheduling

Customer service

Education

Bachelor’s degree in business or related field

Tools

MS Word

MS Excel

PowerPoint

Job description

Our story is simple: we’re a real estate company focused on epicenters of innovation for media and tech. That was our Chairman and CEO Victor Coleman’s vision when he founded the company in 2006. He began building a seasoned team, purchased two Hollywood studio lots, and dramatically expanded our California office footprint by taking the company public in 2010.

Today, from our Los Angeles headquarters, to Silicon Valley, to San Francisco, to Seattle, to Vancouver and beyond, we own, transform, build and operate marquee office and studio properties. Fortune 500, premier growth companies and groundbreaking start‑ups, with an emphasis on those in the media and tech industries, call these properties home. Our expertise and our industry relationships enable us to access markets and assets ahead of the curve. We concentrate on where the talent is and wants to be—just like our tenants and clients. We work closely with them to find and create the perfect environment, and to provide the services that enable their employees to thrive.

We build, we create value and we’re always looking towards what’s next.

Job Summary

The Office Assistant is responsible for the professional and efficient management of visitors, vendors, clients, telephone calls, and messages as well as a variety of clerical duties that support the regional office. They maintain office operation by receiving and distributing communications; maintaining office supplies and equipment; serving clients. They represent the Company to both internal staff and external clients in a manner that is at all times professional, knowledgeable, tactful, poised, and efficient.

What You’ll Do

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

What You’ll Need

• 1-2 years of office administration or office assistant experience required.
• Bachelor’s degree in business or related field preferred.
• Excellent computer skills and demonstrated working knowledge of computers and software including MS Windows, Word, Excel and PowerPoint.
• Extremely flexible, proactive, highly organized, and 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/written communication skills, with the ability to interact well with all levels of corporation.
• Polished professional demeanor with strong presentation and interpersonal skills.
• Ability to maintain confidentiality and follow through to complete tasks.

Hudson Pacific Properties is proud to be an Equal Opportunity employer. We 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 us at [e-mail] so we can support you throughout the recruitment experience.