Senior Administrative Specialist

Core Response; Los Angeles (CA); On-site; Full time

Job summary

A leading nonprofit organization is seeking an Administrative Support specialist in Los Angeles. This role involves overseeing office management and procurement processes while ensuring operational efficiency. Ideal candidates will possess strong organizational and communication skills and have prior experience in administrative roles within the nonprofit sector.

Qualifications

• Minimum 1-3 years' administrative experience in nonprofit sector.
• Minimum 1 year of procurement experience.

Responsibilities

• Manage daily office operations and facilities.
• Support procurement processes and documentation.
• Perform receptionist duties and administrative support tasks.

Skills

Organizational Skills

Problem-Solving Skills

Attention to Detail

Communication Skills

Adaptability

MS Office Proficiency

Education

Associate's Degree

Bachelor's Degree (Preferred)

Tools

Sage Intacct ERP

Job description

Working under the supervision of the Global Logistics Manager, provide administrative support to procurement and day-to-day oversight of the headquarters office.

Responsibilities:

• Office Management Duties (Approximately 50%)

1. Facilities Management

• Open & close the office daily
• Oversee and support all administrative duties in the office and ensure the office is operating smoothly.
• Maintain appearance of common areas, maintain meeting room calendars, create reports as directed, and coordinate with the cleaning service for regularly scheduled upkeep.
• Oversee all aspects of the facility and coordinate regular upkeep, leasing terms, renewals, and repair with internal stakeholders as well as landlord and any contractors.
• Oversee the coordination and assignment of office parking spaces.
• Support with logistics for office events, meetings, and travel arrangements as needed.

2. Administrative Duties

• Perform receptionist duties: greet visitors, answer and direct phone calls coming to the main line.
• Monitor, respond, and direct inquiries sent to the general email [e-mail].
• Receive and sort incoming mail and deliveries and manage all outgoing mail.
• Monitor and follow up on all office utility bills (electricity, water, internet, phone) and ensure timely payments.
• Manage inventory of office supplies and place orders as needed.
• Assist in managing CORE’s merchandise inventory and provide support in the distribution of items to staff and donors as needed.
• Deposit any incoming checks or cash into the bank account daily via bank remote deposit scanner.May be required to drive to the bank to ensure deposits are made in a timely manner.
• Pick up mail at CORE’s old office location in Hollywood once a month or around the 15th of the month.
• Serve as a primary liaison between the finance and development departments in managing receipt of physical checks at CORE’s office to ensure accurate reporting and alignment on financial reporting and donor stewardship goals.
• Collaborate with Finance on a monthly basis to ensure documentation is complete and open items are being worked on.
• Track donor returned mail and provide list/copies of returns to the department for database updates.

• Procurement Process Support Duties (Approximately 50%)

• Review procurement requests
• Source needed goods and services
• Maintain and evaluate supplier/vendor performance
• Help ensure procurement documentation is complete, accurate, and audit-ready.
• Schedule and coordinate procurement-related meetings, including bid evaluations and vendor calls.
• Support the drafting and formatting of procurement templates, reports, and memos.
• Support in maintaining a tracking system for procurement requests, approvals, and order statuses.
• Conduct research on potential suppliers/vendors, including gathering information on pricing, availability, and product specifications.
• Prepare reports and presentations related to procurement activities, as required.

• Other duties as assigned

Qualifications:

• Associates degree required / bachelors preferred

Experience:

• Minimum 1-3 years’ administrative experience in nonprofit sector
• Minimum 1 year of experience in procurement

Skills and Competencies:

• Excellent organizational and problem-solving skills
• Close attention to detail and a high level of accuracy
• Ability to work independently and as part of a team
• Excellent written and verbal communication skills
• Flexible and adaptive to a frequently changing environment
• Proficient in MS Office applications
• Experience working with Sage Intacct ERP a plus

$34.62 - $37.98 an hour

In accordance with CA law, the expected pay range for this CA position is posted with this position. The actual compensation will be determined based on experience and other factors permitted by law.

Clear pre-employment background check requirements, including local, state, and national criminal records checks, sex offender registries, employment, education verifications and child abuse registry check (if required by state regulations) are required post job offer and prior to employment.

Safeguarding

CORE is committed to keeping children and vulnerable individuals safe and has a Zero Tolerance policy for sexual exploitation and abuse. Every CORE employee, consultant and volunteer is bound by CORE’s Code of Conduct and Safeguarding Policy. By applying for this position, an applicant confirms that they have not previously violated an employer’s safeguarding, sexual misconduct, (child) sexual exploitation and abuse, or human trafficking policy.