Office (Administrative) Specialist - DFS1171969 in Los Angeles, CA at DFS

Date Posted: 9/24/2021

Job Snapshot

Job Description

Purpose and Objective of Position To provide a range of administrative support for the Managing Director, Human Resource Director and Senior Finance Manager that ensures a smooth and efficient running of the U.S Division office.

Key Responsibilities:
Essential Job Duties and Responsibilities Office Management & Administrative support
• Provide administrative support to the Managing Director, Human Resource Director and Senior Finance Manager
• Assist with document and presentation preparation
• Manage and negotiate service agreements as required (e.g. Cleaners, Office equipment, Courier and Printing).
• Expense reimbursement for travel, mileage and business expenses
• Division office meeting venues and day to day operation
• Order, inventory, receive and track office supplies Travel
• Manage all travel bookings for local and overseas travel as required in accordance with Regional policy
• Provide support to visitors from overseas with accommodation bookings (liaise with hotels and forward confirmation details to travelers).
• Reconcile and code monthly Travel Card, process and arrange authorization for payment
• Confirm and authorize all travel related accounts Functions
• Provide event coordination for running Division specific functions
• Source and negotiate venue and catering within budget requirements
• Co-ordinate details of venue requirements / equipment needs / entertainment
• Reconcile account and arrange payment Reception Relief
• Answer and direct all incoming telephone calls
• Promptly meet and warmly greet all visitors to reception
• Sort and distribute all incoming and outgoing mail
• Arrange local, domestic and international couriers as required
• Clear and distribute incoming faxes on a regular basis
• Post mail daily Occupational Health & Safety
• Actively support and comply with DFS OHS policies and procedures.
• Take all practical measures to minimize, isolate or eliminate hazards in the workplace. Ensure that the workplace is safe and behave in a manner that does not impose any risks to health & safety.
• Comply with reasonable instructions from any supervisor or authorized representative of the company regarding health and safety matters.
• Actively participate in the Emergency Response procedures.
• Attend OHS training as directed by managers/supervisors.
• Report any accidents, injuries or hazards in the workplace to the site OHS representative using the DFS systems and the logbook. General Duties
• Follow up on any outstanding items on behalf of Managing Director as required DFS Approved August 2020
• Provide general administration support to other Mangers as requested
• Treat all management and fellow team-members with respect to support a team environment.
• Perform any other duties as requested in a diligent and conscientious manner. Systems and Procedures
• Comply with company policy and procedures relating to security.
• Maintain confidentiality at all times

Key Requirements:
Knowledge, Skills and Abilities Required Educational Requirements College or University Degree preferred or equivalent work experience Work Experience 1-2 years clerical or administrative experience preferred Critical knowledge & skills including tools, software applications, language, etc.
• Able to effectively communicate and operate in a culturally diverse environment with astuteness and sensitivity
• Must have high degree of integrity and confidentiality with a keen sense of business and financial acumen
• Advanced PC skills in Word, Excel, PowerPoint, SA Comm, Kronos required
• General Office Administration skills
• Excellent written and verbal English language skills to a variety of organizational levels
• Ability to work independently with minimal supervision
• Detail oriented, with a high level of accuracy and the ability to detect inconsistencies in data
• Able to work under deadlines and be able to prioritize a heavy workload with multiple deadlines
• Must have strong interpersonal skills and be able to work well with personnel at various levels
• Good at problem solving and handling multiple priorities
• Strong organizational skills Other Qualifications / Core Competencies
• Energy, motivation and commitment
• Teamwork
• Action Oriented
• Decision Quality
• Dealing with Ambiguity
• Priority Setting Working Conditions / Environment
• Able to additional/flexible hours as needed by the business