The Office Administrator is responsible for being the friendly face and voice that assists visitors, guests, and employees. This is for our Irvine office.
Meet, greet, and make all visitors feel welcome; schedule appointments
Operate multiple-call telephone console and route calls to appropriate people in accordance with company guidelines
Quality Assurance - Maintain appearance of reception area and office
Operate office equipment, copy machines, sort and distribute mail
Assisting compliance with check distribution
Receives, sorts, and distributes incoming mail
Prepares, weighs, meters, and sends outgoing mail
Perform general office administrative tasks such as ordering and maintaining inventory of office supplies and equipment
Open and deliver “Immediately” to the appropriate party all Federal Express/UPS/special messenger
- Process Daily Banking
- Handle the “storage” files (send and order)
- Hand write “Thank you” notes, as Requested by Escrow Officers
- Coordinate all appointments with staff, being prepared to acknowledge customers as they arrive
- Offer refreshments (coffee, tea, water, etc.) to waiting customers
- Must work the hours of 8:30AM- 5PM
Be willing to learn the basic concept of Escrow to be able to assist office personnel as needed
Understands, displays, and embraces the company’s “coolture”
Other duties as assigned
High school graduation or equivalent, plus minimum 1 year of administrative support experience
Proficiency in Microsoft Office products (including Word, Excel, PowerPoint, and Outlook)
Ability to foster strong customer and vendor relationships
Strong presentation and facilitation skills; excellent verbal and written communication skills
Professional and friendly demeanor along with appearance
Physical Demands & Work Environment:
The Office Administrator/Escrow Assistant must be able to bend, stoop, stand, and sit for various lengths of time. They must be able to lift and carry items up to 20 lbs. A clear speaking voice is necessary along with finger dexterity.
This is primarily a sedentary office classification and employees work in an office with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. However, a portion of the time the employee will be on the road driving in various weather conditions.
The Office Administrator/Escrow Assistant must be able to multi-task various projects at once while maintaining a friendly and professional demeanor.
All your information will be kept confidential according to EEO guidelines.