Office Manger

Ultimate Staffing; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Ultimate Staffing in Los Angeles, CA is seeking an experienced Office Administrator to manage daily operations and serve as the primary point of contact for employees, visitors, and vendors. You will coordinate calendars, onboarding, and light accounting while supporting payroll preparation and process improvements.

Join a professional team focused on confidentiality and efficient administration, with opportunities to streamline cross-functional projects and vendor relationships.

Qualifications

• 3+ years of office administration or office management experience.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).

Responsibilities

• Manage daily office operations to ensure an organized and professional work environment.
• Serve as primary point of contact for employees, visitors, vendors, and service providers.
• Coordinate office supplies, equipment maintenance, and vendor relationships.
• Schedule meetings, manage calendars, and coordinate company events and travel.
• Maintain filing systems and support onboarding and HR paperwork.
• Assist with reports, presentations, and special projects for management.
• Handle calls, emails, and mail and direct inquiries.
• Process invoices and assist with accounts payable/receivable and expense tracking.
• Support payroll prep by gathering timesheets and maintaining employee records.
• Support process improvements across admin projects and cross-functional teams.

Skills

Office administration

Calendar management

Tools

Microsoft Office Suite

Outlook

Word

Excel

PowerPoint

Job description

Manage daily office operations, ensuring an organized, efficient, and professional work environment. Serve as the primary point of contact for employees, visitors, vendors, and service providers. Coordinate office supplies, equipment maintenance, and vendor relationships. Schedule meetings, manage calendars, and coordinate company events and travel arrangements. Maintain electronic and physical filing systems, ensuring accurate recordkeeping and document management. Assist with onboarding new employees, including preparing paperwork and coordinating workstation setup. Support management with reports, presentations, correspondence, and special projects. Handle incoming calls, emails, and mail, directing inquiries to the appropriate departments. Process invoices, track expenses, and assist with submitting documentation to the accounting department. Perform light accounting duties, including data entry, invoice reconciliation, and monitoring accounts payable and receivable status. Assist with payroll preparation by gathering timesheets and maintaining employee records. Coordinate facilities-related needs, including office maintenance requests and vendor scheduling. Maintain confidentiality of company and employee information. Support cross-functional teams with administrative projects and process improvements.

Key Qualifications:

• 3+ years of office administration or office management experience.
• Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, and PowerPoint).

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.