Administration Associate I at FM GESTIONE ALBERGHIERE

Los Angeles, California, United States -

Full Time

Start Date

Immediate

Expiry Date

02 Jan, 26

Salary

0.0

Posted On

04 Oct, 25

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Attention To Detail, Organized, Math Aptitude, Reliable, Team Oriented, Customer Service Oriented, Results Driven

Industry

Insurance

Description

Overview The Los Angeles office is seeking an Administrative Associate performing duties located in the Woodland Hills, CA. office immediately. Responsibilities The Administrative Associate I maintains accurate and efficient onsite/offsite electronic and paper filing systems in accordance with established procedures. Dispenses all incoming mail and packages and processes all outgoing mail as economically as possible. Orders and stocks all supplies and maintains service for all copiers. Accurately creates, maintains, retrieves and follows up on all active and cancelled files per established filing procedures. Works to reduce filing costs by culling both onsite and offsite files and works to transition hard copy files to digitized system, as allowed. When needed, coordinates physical transfer of files to other FM locations. Files and supports information filed in CSS. Dispenses all incoming mail and packages for office. Processes all outgoing mail and uses most economical method to ship. Maintains mailroom procedures binder for mailroom back-ups. Maintains inventory control of office supplies. This includes meeting, kitchen and business center supplies. Works to make most economical decisions on office supply ordering, sometimes with supervision. Organizes and manages all inventory levels with minimal waste or voids. Adheres to the supply list for guidance. Maintains office copy/printer equipment to ensure equipment is in working order, paper and toner levels are replenished and drum kits installed. Troubleshoots malfunctions of copiers/printers and calls for service repair when required. May assist with ordering food, setting up and cleaning for client meetings, team meetings and trainings. May assist with set up and tear down of meeting space, including tables and chairs. Additionally, The responsibilities managed by this role are extensive and critical. They include: Handling mail and packages (certified mail, Hot Work Permits, Red Tags) Coordinating with vendors (Iron Mountain, Shred-It, FedEx, UPS, Amazon, Spectrum, Zoll, Merry Maids) Maintaining office supply inventory and printer/copier functionality (ordering supplies) Managing receptionist duties (call handling, visitor management/sign-in, ID badges, parking validations, Carousel Digital Signage, office maintenance/service requests) Supporting meeting logistics, food orders, and office events Driving employee engagement and administrative coordination (bios, evacuation and phone lists, milestone/birthday cards, service award photos, kitchen supply management) Qualifications Skills Strong attention to detail, organized, math aptitude, reliable, team oriented, customer service oriented, results driven Education High School or Equivalent Minimum QualificationsExcept where required by licensure or regulation a combination of comparable education and experience may be used to satisfy qualification requirement. Language Requirements (All employees are required to read, write, and speak English)

Responsibilities

The Administrative Associate I is responsible for maintaining accurate electronic and paper filing systems, managing mail and packages, and ensuring office supply inventory. Additionally, the role includes supporting meeting logistics and managing receptionist duties.