Office Assistant

Job Description

Illumination is seeking applicants for a dynamic and fast-paced position that supports the daily operation of our business while maintaining the highest level of customer service and professionalism. We're looking for an individual with impeccable follow-through, strong communication skills and a capacity to multi-task. This role is uniquely positioned to work across all departments providing a rewarding experience for someone interested in learning about all facets of an animation studio.

Responsibilities
• Liaise with the rest of the Operations team and daily in-house vendors (security, day porter and night porter) to ensure smooth day-to-day operations.
• Maintain a clean and organized office space, perform daily sweeps to check the functionality of items and identify areas that need attention; including but not limited to loading/unloading dishwashers, identifying broken appliances/fixtures and areas in need of cleaning.
• Maintain, field requests for and order all office supplies, consumables and groceries; including but not limited to organization and stocking of existing office supplies, groceries and assets.
• Coordinate ordering food, beverages and any ancillary items for: catered lunches, company gatherings, departmental meetings with external guests and other special events. Work with day porter on set up and clean up.
• Distribute mail and packages and work with Receptionist to ensure mailroom is organized, shipping supplies are stocked and company shipping accounts are up to date. Arrange shipments and pickups as needed.
• Field requests and questions from employees, in-house vendors and visitors. Prioritize and execute on all tasks through completion. Respond to urgent maintenance issues in a timely manner.
• Coordinate routine maintenance and service done by vendors throughout the facility and be their point of contact while onsite. Maintenance and service includes plumbing/appliance repairs, painting, general building/furniture repairs, light bulb replacement, landscaping, handyman, pest control, shredding services, deep cleaning, etc. 
• Work with Operations team to plan and execute company-wide programs, special events and projects as needed.
• Walk employees through day-to-day processes/use of various operational systems such as the valet app, visitor management system, appliances, HVAC/lighting controls, furniture, etc.
• Perform minor office repairs and move furniture as needed.
• Maintain company subscription log; field requests and set up/delete accounts as needed.
• Maintain company extension list and disseminate updated information in timely manner.
• Provide backup support for Receptionist and cover front desk as needed.
• Assist with implementation and communication of emergency evacuation procedures and other safety training programs, procedures and policies. Provide overtime (early morning, evening and weekend) support as needed.
• Go on urgent runs as needed.
• This role is required to be onsite at our Santa Monica office 5 days a week (Mondays through Fridays) between the hours of 8am – 5pm.

Qualifications
• Prior customer service (ideally barista) experience is preferred.
• Proficient in Microsoft Office Suite.
• Ideal candidate is flexible, extremely organized and able to multi-task in a fast-paced environment.
• Must be a resourceful self-starter who has a problem-solving mindset and is able to anticipate needs, then execute effectively.
• Possess a keen eye for detail, organization and accuracy.
• Ability to maintain and promote a positive attitude and work environment.
• Personable, collaborative and able to interface with all levels of Illumination staff and external vendors.
• Strong customer service, interpersonal, written and verbal skills.
• Ability and willingness to work early mornings, evenings and weekends as needed.
• Interest in Office or Facilities Management is preferred.

The salary range for this position is $21.60 - $23.00 per hour. We rely on market indicators to determine compensation and an offer will consider various factors including experience, qualifications, skills, and training.
Our comprehensive and competitive benefits package includes medical, dental and vision insurance for employees and their family, 401(k), paid time off, tuition reimbursement and a variety of other perks.

About Illumination

Illumination is based in Santa Monica, CA and its studio, Illumination Studios Paris, is located in the center of Paris, France.

Illumination's policy is to provide equal employment opportunities to all applicants and employees without regard to race, color, religion, creed, gender, gender identity or expression, age, national origin or ancestry, citizenship, disability, sexual orientation, marital status, pregnancy, veteran status, membership in the uniformed services, genetic information, or any other basis protected by applicable law. Illumination will consider for employment qualified applicants with criminal histories in a manner consistent with relevant legal requirements, including the City of Los Angeles Fair Chance Initiative For Hiring Ordinance, where applicable.

Jobcode: Reference SBJ-gk0j0q-3-140-249-104-42 in your application.