Administrative Coordinator
Universal Music Group
Santa Monica, CAThis was removed by the employer on 2/23/2018 11:21:00 AM PST
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Full Time Job
Description
The Administrative Services Department is currently seeking a Facilities Coordinator. The Facilities Coordinator is responsible for providing general facilities and administrative support. This role will report directly to the Sr. Director, Administrative Services assisting in the daily operations and functions of the Los Angeles offices of the Universal Music Group and affiliate labels.
Job Functions:
• Interact with both employees and facilities representatives in the coordination of addressing issues, maintenance requests and corrective measures
• Primary contact with onsite 3rd party Property Management company for facilities related requests
• Customer facing position requires top notch customer service skills
• Process invoices and distribute for approval
• Maintain invoice file and responsible for follow-up on A/P and A/R related problems
• Coordinate meetings, conference calls and schedules
• Provide backup coverage for other Facilities coordinators and/or receptionists
• Coordinate, maintain and distribute incoming invoices and correspondence
• Provide administrative support; greet visitors, answer phones, generate internal/external correspondence, reporting, deliveries & filing
• Coordinate and maintain telephone system requests (name changes, moves, and software changes)
• Assist in the planning, organizing, coordination and facilitation of various city and state mandated safety programs including fire drills and floor warden programs
• Ability to exercise good judgment with sensitive and confidential information
• Help plan, organize and set up various internal and external employee events throughout the year
• Participate in the planning and execution of various personnel moves in and around building and offsite locations as needed
• Assist with setting up new employees with required credentials, office space, equipment and supplies
• Will need to be able to lift and move light objects up to approx. 30 lbs and can be able to walk, sit and stand for periods of time
• Ability to work overtime and weekends for moving, inspection and renovation projects
• Infrequently work in construction environments involving dust & noise
Job Requirements:
Skills/Abilities:
• Space assignments
• Tenant/employee relations & events
• Relocations and moves
• General real estate and property management operations
• Project planning
• Excellent follow through and problem solving skills
• Must be computer proficient, including good working knowledge of Microsoft Office Suite. Auto CAD experience is a plus
• Outstanding written and verbal communication skills
• Must be proficient and enjoy multitasking
• Solid people and customer service skills
• Must function well as a member of a team
• Current valid driver’s license and adequate auto insurance
• Ability to travel independently and spontaneously to various locations
• Knowledge of Office Services; mail room, conference rooms, reception, parking & security
Experience:
• Minimum of two (2) years Coordinator, in facilities, property management, office managment or other relevant real estate position(s)
• Prior experience in property/facility management position is a plus
Education:
• High School diploma required, college degree a plus
• BOMA, IFMA or other real estate accreditations a plus
Universal Music Group is an Equal Opportunity Employer.
Disclaimer
This job description only provides an overview of job responsibilities that are subject to change.