Office Services Coordinator

LGBT Great; Newport Beach (CA); On-site; Full time

Job summary

An established industry player is seeking an Office Services Coordinator to enhance office operations in Newport Beach. This pivotal role involves supporting the Office Services Management team, coordinating essential processes, and ensuring seamless communication across departments. The ideal candidate will thrive in a dynamic environment, showcasing exceptional organizational skills while managing multiple projects. Join a team that values collaboration and excellence, where your contributions directly impact the success of various initiatives. If you are proactive and adaptable, this opportunity is perfect for you!

Qualifications

• 2-4 years of experience in office administration or management required.
• Intermediate to advanced proficiency in MS Office Suite is essential.

Responsibilities

• Coordinate daily office processes, including travel arrangements and meeting schedules.
• Support the Office Services Management team with various administrative tasks.

Skills

Organizational Skills

Communication Skills

Critical Thinking

Flexibility

Proactivity

Education

High School Diploma or equivalent

Tools

MS Office Suite

Zoom

Box

Slack

Concur

ServiceNow

Job description

Office Services Coordinator

at PIMCO

On-site Newport Beach, California, United States Full-time Posted 25 days ago

Description

PIMCO is a global leader in active fixed income with deep expertise across public and private markets. We invest our clients’ capital across a range of fixed income and credit opportunities, leveraging our decades of experience navigating complex debt markets. Our flexible capital base and deep relationships with issuers have helped us become one of the world’s largest providers of traditional and nontraditional solutions for companies that need financing and investors who seek strong risk-adjusted returns. Since 1971, our people have shaped our organization through a high-performance inclusive culture, in which we celebrate diverse thinking. We invest in our people and strive to imprint our CORE values of Collaboration, Openness, Responsibility and Excellence. We believe each of us is here to help others succeed and this has led to PIMCO being recognized as an innovator, industry thought leader and trusted advisor to our clients.

Position Description

The Office Services Coordinator plays a crucial role in supporting the Office Services Management team and ensuring the smooth operation of our office processes and initiatives. The primary objectives of this position include liaising between Office Services and other departments, coordinating daily processes, scheduling and tracking meetings, and completing data tracking and reporting. As an Office Services Coordinator, you will play a vital role in ensuring the efficient functioning of our office environment and contribute to the success of various projects and initiatives. This role is required to work onsite five days a week, Monday through Friday, in our Newport Beach, CA office.

Responsibilities

The key responsibilities include, but are not limited to:

1. Support the Office Services Management team by booking travel arrangements and managing itineraries, including flights, accommodations, and ground transportation, while adhering to firm policies.
2. Ensure daily processes are coordinated and maintained with high-quality service levels, including email and ServiceNow requests (e.g., phonebook updates, pantry services, fitness center access, and expense and travel delegate access).
3. Process expense reports with precision and timeliness.
4. Support the Travel Management program.
5. Review and process business card requests, ensuring compliance with firm standards, and provide training to new admin hires.
6. Process invoices and maintain expense tracking logs for various expenses, such as parking operating expenses and utilities.
7. Maintain internal communication platforms such as Pulse and Slack.
8. Schedule and track meetings, and complete minutes for monthly Newport Beach landlord meetings, office taskforce meetings with business heads, and other projects.
9. Support Employee Experience and Corporate Events initiatives.
10. Draft, proofread, and edit business documents, including office policies and procedures, ensuring accuracy and clarity.
11. Track and report data, analyzing office service metrics, employee surveys, monitoring expenses, and generating reports for management.
12. Assist with sustainability projects, including data tracking and reporting, and collaborate with Finance on related initiatives.

Position Requirements

1. High School Diploma or equivalent.
2. 2–4 years of experience in office administration or management.
3. Intermediate to advanced proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and office equipment (printers, scanners, phone systems).
4. Working knowledge of core policies and procedures, including Travel, Meeting Coordination, and Expenses, as well as tools like Zoom, Box, Slack, Concur, and ServiceNow.
5. Ability to maintain composure under pressure and manage high-stress situations.
6. Strong written and verbal communication skills for effective engagement with diverse audiences.
7. Ability to work independently, take initiative, and collaborate with team members.
8. Proactive mindset with a sense of urgency, anticipating needs to support executives.
9. Flexibility and adaptability to changing priorities and demands.
10. Strong focus on understanding and meeting stakeholder needs while fostering positive relationships.

Professional Skills Requirements

1. Exceptional Organizational Skills: Ability to manage multiple projects with outstanding organizational and project management skills, demonstrating attention to detail.
2. Adaptability and Collaboration: Thrive in dynamic environments, effectively navigating shifting priorities and building positive relationships across diverse teams.
3. Integrity and Continuous Learning: High ethical standards and sound judgment, with a commitment to professional development and alignment with PIMCO's core values of Collaboration, Openness, Responsibility, and Excellence.
4. Independent and Collaborative Work: Capable of working both independently and as part of a team.
5. Critical Thinking: Approach problem-solving with a big-picture perspective.
6. Inquisitive Self-Starter: Quick learner, adaptable to new processes and concepts.
7. Flexibility: Ability to manage deadlines and support dynamic initiatives in a fast-paced environment.
8. Process-Oriented: Proven ability to meet and manage deadlines effectively.

PIMCO follows a total compensation approach when rewarding employees which includes a base salary and a discretionary bonus. Base salary is the fixed component of compensation that is determined by core job responsibilities, relevant experience, internal level, and market factors. The discretionary bonus is used to award performance and therefore is determined by company, business, team, and individual performance. Hourly Rate Range: $ 33.65 - $ 38.46

Equal Employment Opportunity and Affirmative Action Statement

PIMCO recruits and hires qualified candidates without regard to race, national origin, ancestry, religion (including religious dress and grooming practices), sex (including pregnancy, childbirth, breastfeeding, or related medical conditions), sexual orientation, gender (including gender identity and expression), age, military or veteran status, disability (physical or mental), any factor prohibited by law, and as such affirms in policy and practice to support and promote the concept of equal employment opportunity and affirmative action, in accordance with all applicable federal, state, provincial and municipal laws.

Applicants with Disabilities

PIMCO is an Equal Employment Opportunity/Affirmative Action employer. We provide reasonable accommodation for qualified individuals with disabilities, including veterans, in job application procedures.