Operations Assistant

Responsibilities

• Liaise with the rest of the Operations team and daily in-house vendors (security, day porter and night porter) to ensure smooth day-to-day operations. 
• Maintain a clean and organized office space, perform daily sweeps to check the functionality of items and identify areas that need attention; including but not limited to loading/unloading dishwashers, identifying broken appliances/fixtures and areas in need of cleaning.   
• Maintain, field requests for and order all office supplies, consumables and groceries; including but not limited to organization and stocking of existing office supplies, groceries and assets.   
• Coordinate ordering food, beverages and any ancillary items for: catered lunches, company gatherings, departmental meetings with external guests and other special events. Work with day porter on set up and clean up.  
• Distribute mail and packages and work with Receptionist to ensure mailroom is organized, shipping supplies are stocked and company shipping accounts are up to date. Arrange shipments and pickups as needed.  
• Field requests and questions from employees, in-house vendors and visitors. Prioritize and execute on all tasks through completion. Respond to urgent maintenance issues in a timely manner.  
• Coordinate routine maintenance and service done by vendors throughout the facility and be their point of contact while onsite. Maintenance and service includes plumbing/appliance repairs, painting, general building/furniture repairs, light bulb replacement, landscaping, handyman, pest control, shredding services, deep cleaning, etc.  
• Work with Operations team to plan and execute company-wide programs, special events and projects as needed. 
• Walk employees through day-to-day processes/use of various operational systems such as the valet app, visitor management system, appliances, HVAC/lighting controls, furniture, etc. 
• Perform minor office repairs and move furniture as needed.  
• Maintain company subscription log; field requests and set up/delete accounts as needed.  
• Maintain company extension list and disseminate updated information in timely manner.  
• Provide backup support for Receptionist and cover front desk as needed.  
• Assist with implementation and communication of emergency evacuation procedures and other safety training programs, procedures and policies.
• Provide overtime (early morning, evening and weekend) support as needed.  
• Go on urgent runs as needed. 
• This role is required to be onsite at our Santa Monica office 5 days a week (Mondays through Fridays) between the hours of 8am – 5pm.

Qualifications

• Prior customer service experience is preferred. 
• Proficient in Microsoft Office Suite. 
• Ideal candidate is flexible, extremely organized and able to multi-task in a fast-paced environment. 
• Must be a resourceful self-starter who has a problem-solving mindset and is able to anticipate needs, then execute effectively. 
• Possess a keen eye for detail, organization and accuracy. 
• Ability to maintain and promote a positive attitude and work environment.  
• Personable, collaborative and able to interface with all levels of Illumination staff and external vendors. 
• Strong customer service, interpersonal, written and verbal skills. 
• Ability and willingness to work early mornings, evenings and weekends as needed. 
• Interest in Office or Facilities Management is preferred.