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Office Coordinator

Company: Vista Entertainment Solutions
Location: Beverly Hills
Posted on: November 20, 2020

Job Description:

Monitor, track, and complete inquires and requests for all office departments, including but not limited to the areas detailed below. * Office Administration, Facilities, and Operations * Perform receptionist responsibilitiescover the front desk, answer phone calls, direct calls and inquiries, package and mail distribution and shipment * Provide general support to staff and visitors, including scheduling meetings and appointments, travel, conference room bookings, and clean and tidy workspaces * Coordinate with vendors, service providers, and third parties to manage contract and price negotiations * Monitor and maintain inventory and supply levels, including stock ordering, receipts, waste, and usage * Maintain facilities and mechanical systems, ensuring the highest level of cleanliness, organization, maintenance, and repairs, including preventative maintenance * Assist executives as necessary, completing ad hoc requests to complete satisfaction * Assist the business with administrative reporting, presentations, and other tasks as needed * Other duties as assigned * Business Development & Finance * Gather data and complete commission tracking documents * Coordinate with Business Development and Account Management teams to maintain client data in CRM * Track hardware deposits and shipment * Maintain efficient and organized filing system for hard and electronic copies of documents, promote a paperless environment, and ensure security, integrity, and confidentially of data * Scan and deposit checks twice per week * Coordinate corporate credit card expense claim * Submit vendor invoices for payment * In close coordination with finance, track revenue share agreements, audit reports, and confirm amounts are as expected * People & Culture * Ensure everyone has the equipment they need at their workspace and coordinate with IT where necessary * Own desk and office set-up for new employees, ensuring a pristine environment for their first impression of Vista. Coordinate with IT to ensure desk, equipment, and access cards are ready a week in advance of a new starter. Working closely with the Social Committee, take ownership of and coordinate company sponsored group activities, initiatives, events, and special projects, ensuring great outcomes. Requirements QUALIFICATIONS AND EXPERIENCE: * Commitment to excellent customer service and dedication to creating great outcomes for customers and staff * Associates Degree preferred, but not required * Excellent written and verbal communication skills and excellent command of the English language * Ability to work on several tasks or projects simultaneously, prioritizing and following through to successful outcomes * Ability to develop and maintain positive and collaborative working relationships with staff and customers * Friendly, positive personality, and excellent interpersonal skills * Strong organizational skills * Excellent time management skills and ability to prioritize work * Tech savvy * Proficient in Microsoft Office * Travel may be required for certain events, mostly domestic * Ability to lift 50 pounds independently * Ability to sit, stand, and walk quickly throughout the day STRONGLY DESIRED: * Passion for learning * Interest in the cinema industry * Type at least 50 words per minute

Keywords: Vista Entertainment Solutions, Beverly Hills , Office Coordinator, Administration, Clerical , Beverly Hills, California

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