Office Services Coordinator

Company: Houlihan Lokey Inc
Location: San Francisco
Posted on: October 16, 2024

Job Description:

Office Services Coordinator
Location: San Francisco, USA
Time Type: Part time
Posted On: Posted 30+ Days Ago
Job Requisition ID: R1379
Business Unit: Shared Services
Industry: CORP - Corporate
Overview
Houlihan Lokey (NYSE:HLI) is a global investment bank with expertise in mergers and acquisitions, capital markets, financial restructuring, and financial and valuation advisory. The firm serves corporations, institutions, and governments worldwide with offices in the United States, Europe, the Middle East, and the Asia-Pacific region.
Role
This role entails assuming responsibility for a diverse range of office services and facilities-related tasks, as delegated by the Facilities Manager. This multifaceted position also involves managing hospitality services, basic housekeeping, inventory management, and reprographics to ensure seamless operations within the office environment. We would love this person to come into our San Francisco office Tuesday-Thursday.
Responsibilities

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• Review, log, allocate, and submit vendor invoices for processing, ensuring accuracy and adherence to budgetary guidelines.
  
• Receive purchasing receipts for office supplies, catering, events, and reconcile in BofA Works.
  
• Coordinate and assist with office moves, including logistical planning and physical support.
  
• Conduct monthly inspections of all Automated External Defibrillators (AEDs), updating status in tracking software and ensuring compliance with safety regulations.
  
• Distribute morning snacks, beverages, and fruit to all kitchens and pantries.
  
• Run bi-monthly parking reports, and audit for discrepancies.
  
• Serve as backup receptionist during lunch, breaks, vacations, and absences, ensuring continuous front desk coverage.
  
• Assist with event setup and cleanup, contributing to the smooth execution of office gatherings and functions.
  
• Escort and supervise vendors and trades as necessary.
  
• Receive and manage loading dock deliveries.
  
• Assist with conference room setup and cleanup, ensuring rooms are arranged to specific requirements and tidied after each use.
  
• Set up office spaces and workstations for new hires.
  
• Reset offices and workstations for employee departures.
  
• Oversee inventory of kitchen and pantry supplies, replenishing stock as needed to support daily operations.
  
• Provide assistance in Reprographics department as needed, including copying, scanning and printing documents.
  
• Perform daily facilities walks to inspect for maintenance issues or repairs, promptly reporting findings to Facilities Manager.
  
• Oversee inventory of coffee, tea, and beverages, ensuring availability and freshness for employees and guests.
  
• Assist with floor plan updates, collaborating with Facilities Manager to optimize space utilization.
  
• Manage onsite storage areas, organizing and optimizing space efficiency.
  
• Conduct inventory and management of emergency kits, ensuring readiness for unforeseen circumstances.
  
• Fulfill executive errands/requests, demonstrating flexibility and attentiveness to senior leadership needs.
  
• Perform other tasks as requested by the Facilities Manager.
  
  Requirements
  
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  • Proficiency in MS Word and Excel to effectively manage documentation and data.
    
  • Ability to lift up to 50 pounds to assist with various physical tasks within the office environment.
    
  • Strong organizational skills and attention to detail to manage multiple responsibilities effectively.
    
    Salary Range
    Houlihan Lokey is committed to providing its employees with an exciting career opportunity and competitive total compensation package, which may include other components such as discretionary incentive compensation. The firm's good faith and reasonable estimate of the possible salary range for this role at the time of posting is: $31.25-$33.66. Actual salary at the time of hire may vary and may be above or below the range based on various factors, including, but not limited to, the candidate's relevant qualifications, skills, and experience and the location where this position may be filled.
    We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, gender identity, sexual orientation, protected veteran status, or any other characteristic protected by law.
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Keywords: Houlihan Lokey Inc, Pleasanton , Office Services Coordinator, Administration, Clerical , San Francisco, California