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Job Description
Office Operations Assistant Animal Outpatient Specialty Network Newport Beach, CA Job Details $22 - $26 an hour 1 day ago Benefits Paid holidays Disability insurance Health insurance Dental insurance Flexible spending account Vision insurance 401(k) matching Qualifications Microsoft Excel Microsoft Outlook High school diploma or GED Video conferencing software Collaborative technology platforms Video conferences (communication methods) Video conferencing systems operation
Full Job Description Description:
Overview:
We are seeking an organized, proactive Office Operations Assistant to support daily office operations and ensure a smooth, efficient working environment. This role provides administrative support, coordinates office-wide processes, and serves as a key point of contact for employees, vendors, and visitors. Key Responsibilities Office & Facilities Support Assist with planning and coordinating office-wide processes, including facilities maintenance, space planning, office moves, and equipment installations. Monitor inventory and place orders for office supplies, equipment, and provisions. Process incoming/outgoing mail, invoices, employee expense reports, reimbursements, and petty cash. Serve as office receptionist and provide phone coverage as needed. Serve as the primary point of contact for the corporate office, greeting visitors, residents, doctors, and vendors in a professional manner. Manage office supply inventory, place orders, and ensure all training and meeting spaces are stocked and ready for use. Receive, sort, and distribute incoming mail and packages; coordinate outgoing shipments. Administrative & HR Support Support HR activities such as employee onboarding, interview coordination, training logistics, and special projects. Maintain company databases or systems, including data entry, reporting, user support, and system updates. Support executive leadership with administrative tasks as needed, including calendar coordination, travel arrangements, and document preparation. Support office IT needs in coordination with the IT team, including basic A/V setup, conference room technology, and visitor connectivity. Resident Training Coordination Coordinate all resident training activities, including monthly training days, journal clubs, rounds, book club, and annual orientation. Ensure all sessions are professionally executed, scheduled, and properly documented. Problem Solving & Collaboration Address routine day-to-day issues or coordinate with internal and external stakeholders to resolve them. Provide backup and cross-functional support across office operations.
Benefits:
No weekends Paid vacation Paid holidays Medical, dental, vision, dependent care FSA, and short-term disability benefit options Various voluntary benefit offerings, including hospital indemnity, accident, critical illness, etc. 401K with employer match
Requirements:
High school diploma or equivalent required. Typically requires 5-7 years of relevant experience with demonstrated proficiency across a broad range of administrative responsibilities. Ability to work independently with general guidance from a supervisor. Comfortable using everyday technology, including email, calendars, video-meeting platforms (GoTo, Zoom, Teams), and Microsoft 365 tools (Outlook, Word, Excel). Willingness to learn new systems and platforms as needed.
