Office Assistant at Hudson Pacific Properties

San Jose, California, United States -

Full Time

Start Date

Immediate

Expiry Date

13 Sep, 26

Salary

30.76

Posted On

15 Jun, 26

Experience

0 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Office Administration, Microsoft Word, Microsoft Excel, Microsoft PowerPoint, Communication Skills, Multi-tasking, Organization, Interpersonal Skills, Vendor Management, Calendar Coordination, Front Desk Management, Invoice Processing

Industry

Leasing Non-residential Real Estate

Description

Our story is simple: we’re a real estate company focused on epicenters of innovation for media and tech. That was our Chairman and CEO Victor Coleman’s vision when he founded the company in 2006. He began building a seasoned team, purchased two Hollywood studio lots, and dramatically expanded our California office footprint by taking the company public in 2010. Today, from our Los Angeles headquarters, to Silicon Valley, to San Francisco, to Seattle, to Vancouver and beyond, we own, transform, build and operate marquee office and studio properties. Fortune 500, premier growth companies and groundbreaking start-ups, with an emphasis on those in the media and tech industries, call these properties home. Our expertise and our industry relationships enable us to access markets and assets ahead of the curve. We concentrate on where the talent is and wants to be—just like our tenants and clients. We work closely with them to find and create the perfect environment, and to provide the services that enable their employees to thrive. We build, we create value and we’re always looking towards what’s next. Job Summary: Responsible for the professional and efficient management of visitors, vendors, and clients, as well as telephone calls and messages, and for a variety of clerical duties that support the regional office. The Office Assistant also maintains office operations by receiving and distributing communications, maintaining office supplies and equipment, serving clients. They represent the Company to both internal staff and external clients in a manner that is consistently professional, knowledgeable, tactful, poised, and efficient. What You'll Do: Organize and coordinate office operations and procedures to ensure organizational effectiveness and efficiency. Maintain office and kitchen tidiness. Order and retrieve food deliveries. Front Desk Duties Answer phones and transfer calls to the appropriate staff member. Take and distribute accurate messages. Greet the public and clients and direct them to conference rooms or offices. Coordinate messenger and courier services. Assist with special events such as board meetings or VIP client arrivals. Receive, sort, and distribute incoming mail. Prepare all outgoing mail with addresses and correct postage. Coordinate conference room schedules and appointments. Update and maintain the internal phone list for the office. Maintain office aesthetics and the upkeep of non-IT-related equipment. Maintain office efficiency: Maintain current inventory. Anticipate supply needs. Order and manage all office supplies and office furniture. Process vendor invoices through Nexus payables. Oversee and implement green and recycling initiatives. Perform work-related errands as requested, such as going to the post office. Coordinate with the building maintenance team for repairs and maintenance. Provide administrative support as needed to the Portfolio Manager, VP of Portfolio Management, and Property Teams. Perform miscellaneous duties as assigned. What You'll Need: Bachelor’s Degree in business or related field preferred. 1-2 years office administration or office assistant experience required. Excellent computer skills and demonstrated working knowledge of computers and software including MS Windows, Word, Excel and PowerPoint. Extremely flexible, proactive, highly organized, and ability to shift priorities, multi-task, and handle heavy work flow processing under time-sensitive deadlines. Ability to work under pressure and manage competing priorities while staying focused and meeting deadlines without sacrificing accuracy. Strong verbal/written communication skills, with the ability to interact well with all levels of corporation. Polished professional demeanor with strong presentation and interpersonal skills. Ability to maintain confidentiality and follow through to complete tasks. Hudson Pacific Properties is proud to be an Equal Opportunity employer. We consider all qualified applicants for employment without regard to race, color, religion, creed, sex, gender identity or expression, national origin, age, disability, medical condition, marital status, sexual orientation, genetic information, protected veteran status, or any other basis protected by applicable law, including federal, state, and local fair chance laws. Employment is contingent upon completion of applicable screenings in accordance with local laws. The company uses E-Verify to confirm the identity and employment eligibility of all new hires. If you require a reasonable accommodation during the application or hiring process, please notify us at talent@hudsonppi.com so we can support you throughout the recruitment experience.

Responsibilities

Manage front desk operations, including greeting visitors, handling phone calls, and coordinating mail and courier services. Maintain office efficiency by managing supplies, coordinating with building maintenance, and providing administrative support to management teams.