Administrative SecretaryBeam • Cerritos, CA, United States
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Administrative Secretary
Beam • Cerritos, CA, United States
[job_card.variable_days_ago]
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- [job_card.full_time]
[job_card.job_description]Greet visitors and provide a welcoming atmosphere. Address inquiries and direct them to the appropriate team members Maintain accurate & organized filing systems (electronic and physical); ensure all documents are properly stored and easily accessible Input and update information in databases and spreadsheets with accuracy Assist with scheduling meetings, appointments, and events Maintain calendars for team members as needed Run errands as needed, including purchasing supplies and managing time-sensitive tasks. Billing Management : Manage and process bills, and ensuring timely payments Utilize a company-assigned credit card to handle payments and maintain accurate records of expenses. Coordinate and monitor ordering processes to ensure necessary supplies and materials are procured efficiently. Ensure all financial records and transactions are maintained in an organized and accessible manner. Inventory Management : Receive, sort, and distribute deliveries; prepare outgoing shipments, ensuring proper packaging and documentation Move, lift, and organize office equipment, furniture, and supplies as needed. Set up workstations, meeting rooms, and storage areas. Facility Maintenance Support : Work with maintenance or vendor teams to coordinate minor office repairs and upkeep. Ensure the office complies with health and safety regulations, such as proper storage of heavy items and a clutter-free workspace. Event Coordination : Coordinate logistics including venue setup, supplies, catering, and technology needs Track RSVPs, manage event communications, and ensure smooth event flow Support setup and breakdown for all events, including moving tables, chairs, and necessary equipment Maintain an inventory of event supplies and promotional materials Order food or coordinate meals for team meetings, trainings, office gatherings, and special events as needed Support Team Operations : Coordinate and confirm food deliveries or catering needs for internal events and team functions Assist with various projects, reports, and presentations as requested. Perform additional administrative tasks to support the team, as needed. Other duties as assigned by BEAM administration Strong attention to detail and accuracy. Excellent organizational and time-management skills. Ability to handle confidential information with discretion. Proficiency in Microsoft Office and particularly Google Sheets. Strong communication skills, both written and verbal. Ability to work independently and as part of a team. Problem-solving skills and ability to handle multiple tasks under tight deadlines. Ability to lift and move items up to 25 lbs safely Customer service-oriented High school diploma or equivalent is required; 1-2 years of experience in an office support role A valid driver's license and reliable transportation for frequent errands and travel between offices. Ability to work flexibly across three office locations as needed. Willingness to perform physically demanding tasks on a regular basis.
Job Title : Administrative Secretary
Reports to : Senior Operations Manager
Job Overview :
We are seeking a proactive, energetic, and organized Administrative Secretary to join our team and provide essential administrative support and physical tasks to ensure the smooth day-to-day operations of multiple office locations. This role also serves as an executive assistant to the CEO / COO and an event coordinator, playing a key role in supporting leadership and organizing internal and external events. The ideal candidate will have excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.
Duties / Responsibilities :
- Administrative Support :
Perform general office duties, including answering phones, responding to emails, and managing correspondence
Oversee financial statements, including tracking and organizing records for vendors' statements, and rental payments.
Track, stock, and manage office supplies, materials, and equipment. Conduct regular inventory checks and place orders as needed
Assist in maintaining a clean and organized office environment, including light cleaning, organizing storage spaces, and reporting maintenance needs.
Assist in planning, organizing, and executing events such as staff trainings and office gatherings
Help set up and break down for office meetings, events, or training sessions, including moving tables, chairs, and other equipment.
Required Skills / Abilities :
Education / Experience & Other Requirements
Working Environment :
This position typically works in an office environment.
Job Type : Full-time
Salary : $26-27 Hour
Benefits : Medical,
Dental & Vision Insurance, Retirement Plan, Growth Opportunities, Company perks
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Administrative Secretary • Cerritos, CA, United States
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