Administrative Support Specialist

4 weeks ago


San Diego, California, United States Chandler Asset Management Full time

About the Role:

The Administrative Associate plays a vital role in creating a welcoming environment for guests, facilitating communication through call management, and ensuring smooth day-to-day office operations.

This role involves a variety of administrative duties, from office supplies procurement to scheduling, and supporting various tasks such as data entry and account receivables functions.

Key Responsibilities:

  • Professionally answer, screen, and transfer incoming calls.
  • Greet and announce guests courteously.
  • Organize, track, and restock office supplies as necessary.
  • Prepare the office for client meetings and order and pick up lunches for staff lunches.
  • Coordinate travel arrangements, including flights, accommodations, and ground transportation.
  • Manage Daily Mail Duties:
    • Opening, stamping, and distribution.
    • Oversee shipments, including the preparation of presentations and RFPs.
    • Schedule and maintain the availability of conference rooms.
    • Ensure the cleanliness of common areas, specifically conference and break rooms.
    • Update and distribute the Company Contact Extension List as changes arise.
    • Liaise with office vendors such as janitors, plumbers, cleaners, and electricians.
    • Handle scanning, filing, and storage tasks; coordinate internal and external storage needs.
    • Support the Accounts Receivable department by depositing and recording checks in QuickBooks.
    • Oversee the maintenance of office equipment, including troubleshooting print-related issues.
    • Update client information in Salesforce CRM.
    • Carry out additional tasks and responsibilities as directed by the Supervisor.

Requirements:

  • Bachelor's Degree in Business Administration or a related field is preferred.
  • Minimum of 0-2 years in an administrative role. Familiarity with QuickBooks, Concur, and Salesforce is a plus.
  • Must be proficient in Microsoft Outlook, Word, and Excel.
  • Effective oral and written communicator with a willingness to ask questions and learn from colleagues.
  • Capable of prioritizing tasks, multitasking, and meeting deadlines.
  • Some experience in data entry, basic reporting, filing, and scheduling is required.
  • Demonstrated proficiency in providing professional customer service and telephone etiquette.
  • Openness to learning and adapting to new tasks or challenges.
  • A genuine enthusiasm and dedication to achieving company goals.
  • Valid Driver License: Required.
  • CA Notary Public License is a plus.
  • Must be available to work from 8 am to 5 pm, Monday to Friday, in the San Diego office.

What We Offer:

  • Medical, Dental, Vision, HSA & FSA
  • Life & AD&D
  • Short-Term & Long-Term Disability
  • Accident & Critical Illness
  • Employee Assistance Program
  • Employee 401(k) Plan
  • ESOP
  • Employee Discounts
  • Paid Time Off
  • Paid Holidays
  • Fun Company Events


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