Based in downtown Los Angeles, the Administrator will provide administrative support to a group of HR professionals.
Assisting in managing the daily operations of the HR department;
Answering, screening, and managing incoming phone calls and mail for the department;
Preparing for new hire orientation by assembling packets, making copies and ordering brochures;
Receiving, following-up, and processing new hire paperwork;
Entering new hire information into multiple databases;
Maintaining and updating multiple staff member databases, as well as running reports upon request; assisting in performing other database management – updating the emergency contact list, HR database, and people directory;
Assisting with records management, to include maintaining the filing system, imaging and storing virtual files, cataloguing and boxing up files for offsite storage;
Handling administrative aspects of the benefits and 401(k) programs, such as answering basic benefits questions, processing enrollment forms, entering benefit data into multiple websites, creating benefits packages, processing rollover and loan requests, and tracking information;
Documenting processes and procedures;
Reviewing, processing and tracking invoices;
Answering and responding to routine HR requests and questions from staff members across the globe;
Reordering and deactivating security badges;
Assisting with Oaktree University coordination (enrollment and materials);
Administering employment verifications;
Cross-training and backing-up HR Administrator teammates;
Performing general administrative work such as scheduling meetings, processing expense reports, travel arrangements and itineraries, tracking forms, FedEx shipments, file maintenance, and office supply orders; and
Performing other administrative tasks as required.
Possess a willingness to help, with outstanding customer service skills;
Self-starter with a proven ability to take initiative;
Responsible, with outstanding initiative, a strong work ethic and sense of dedication;
Excellent interpersonal, verbal and written communication skills;
Work well under pressure and with time constraints;
Outstanding organization skills with high attention-to-detail;
Team-oriented with strong integrity and professionalism; and
Must be able to handle highly confidential situations with professionalism and tact.
Bachelor’s degree required;
Minimum two years experience as an administrative assistant preferably within an HR department of a professional firm;
Strong working knowledge of Microsoft office applications including Word, Excel, and Outlook;
Strong analytical and database management skills; and
Proven ability to manage tasks with competing priorities and deadlines, independently determining order of priority and self-initiating other value-added tasks.
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