Administrative Assistant

POSITION OVERVIEW:

Primary accountabilities are to receive calls and greet visitors to determine the nature of business and to direct them to the proper staff person, as well as keeping the office organized & presentable. Must present a positive impression of BPM always.

ESSENTIAL JOB FUNCTIONS:

· Perform daily office opening and closing routines

· Regional phone pool…Answer incoming calls & direct to proper staff person

· Client comfort: Water, Coffee?

· Process PTO requests & update calendar and spreadsheet accordingly

· Maintain log of employees arriving and leaving the office

· Maintain all staff lists for LV office (cell numbers, birthdays, etc.)

· Incoming/outgoing mail distribution & processing

· Package pick-up and drop-off coordination with courier or postal service

· Coordination & announcement of LV staff birthdays and anniversaries

· Office procurement

o Take inventory and place orders for office supplies, coffee, and kitchen weekly

o Coordinate with cleaning lady if additional supplies are needed

· Order, set up, and put away staff lunches during busy season. Schedule to be coordinated with Administrative Manager.

· Remote work notifications & coordination for office staff

· Maintain proper office signage for holidays, locked doors, early closures, etc.

· New hire set-up and termination clean-up

· Assist the various practice groups with administrative tasks, including but not limited to:

o Client thank you notes and condolence cards/donations

o Referral thank you notes

o Document scanning

Help coordinate events in-office & outside the office with instruction from Administrative Manager.

Keep office well-organized & presentable (focused on kitchens, copy rooms, and bathrooms)

Help manage hoteling system, including conference room scheduling & set-up (Zoom Workspace)

Coordinate office maintenance items with instruction from Administrative Manager

Assist all admin departments with other administrative processes as needed

REQUIREMENTS:

Organizational skills

Excellent verbal and written communication skills

Excellent interpersonal skills; ability to interact with employees at all levels

Experience with MS Outlook, Word, and Excel

Pays attention to detail; approaches work in a meticulous and thorough manner.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as required to meet the ongoing needs of the organization.

Wondering if you should apply?

At BPM we are people who value people. We are progressive and purposeful. We are a firm with flexibility. Our shared entrepreneurial spirit drives us to see and do things differently. And our passion for people makes BPM a place where everyone feels welcome, valued, and part of something bigger.

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BPM provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

For positions based in San Francisco, consideration of qualified candidates with arrest and conviction records will be in a manner consistent with the San Francisco Fair Chance Ordinance.

Please note - this posting is for prospective candidates only. Unsolicited third-party resume submissions will be considered property of BPM and will not be acknowledged or returned.