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Sr. Administrative Assistant and Concierge

Job ID

186190

Posted

28-Oct-2024

Service line

REI Segment

Role type

Full-time

Areas of Interest

Administrative, Customer Service

Location(s)

Los Angeles - California - United States of America

About the Role:

This is a dual role of Concierge and Sr. Administrative Assistant. In the concierge role you will assist office guests, customers, and tenants with business and personal needs. This includes making reservations, scheduling transportation services, and providing recommendations on local attractions. You will also provide high-level administrative support to senior-level executives. You will be responsible for managing their busy schedules, coordinating meetings and events, handling confidential information, and ensuring the efficient operation of their offices.

What You’ll Do:

Concierge

• Be the first point of contact for all those entering the facility. Greet everyone with a friendly and welcoming demeanor.

• Record and log service requests and track the statuses.

• Arrange and confirm recreational, dining, and business activities on behalf of the requestor. Respond to requests in a timely manner.

• Deliver world-class customer service to all individuals in the facility.

• Build and maintain a database of local business recommendations. This includes preferred transportation sources, dining, entertainment, etc.

• Follow property-specific security and emergency procedures. Notify appropriate parties to ensure the safety of all individuals in the building.

• Lead by example and model behaviors that are consistent with CBRE RISE values.

• Maintain the Concierge desk and lobby area.

• Maintain the communal areas including restock and inventory.

• Prep conference rooms, huddle rooms and OFADs (office for a day)- restock rooms with technology, adapters, remote controls, etc.

• Phone support at Concierge desk.

• Book conference room reservations; Interact with caterers; coordinate setup in meetings rooms as required.

• Send out welcome/visitor's email; register guests with building security.

• Provide coverage during absence of other support staff.

• Liaise with other departments and teams in preparation for the arrival of new hire/interns.

• May perform other general administrative duties such as distributing office mail.

Sr. Administrative Assistant

• Maintain calendar, schedule appointments, arrange meetings and conferences for your executives.

• Administration duties specific to relevant department such as updating databases and preparing collateral materials and liaising with clients for information where appropriate.

• Organize travel for your team using the company’s booking system.

• Manage processing of invoices where relevant for the department.

• Work with BSO and Executives to ensure corporate credit card are processed in a timely manner.

• Effective time management and prioritization of tasks using own initiative and with guidance when required.

• Register new opportunities on Salesforce where appropriate.

• Ability to work under pressure and meet tight deadlines.

• Arrange virtual conference calls via the preferred application.

• Deal with all logistics for internal and client bookings including arranging rooms, refreshments, IT and catering.

• Upload and manage the signature process for documents either wet-ink or DocuSign to agreed timelines.

• Deal with confidential information and meeting requests.

#CBREIM

#INDSJ

What You’ll Need:

• High School Diploma or GED with 5+ years of job-related experience. Prior shift manager or supervisory experience preferred.

• Proven experience as an assistant or similar role, preferably supporting senior-level executives.

• Exceptional organizational and time management skills.

• Strong written and verbal communication skills.

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Discretion and integrity in handling confidential information.

• Ability to work independently and prioritize tasks effectively.

• A proactive and adaptable mindset.

#CBREIM

#INDSJ

CBRE Investment Management carefully considers multiple factors to determine compensation, including a candidate’s education, training, and experience. The minimum salary for this position is $70,000 annually and the maximum salary for the position is $80,000 annually. The compensation that is offered to a successful candidate will depend on the candidate’s skills, qualifications, and experience. Successful candidates may also be eligible for a discretionary bonus based on CBRE IM’s applicable benefit program.

Equal Employment Opportunity: CBRE is an equal opportunity employer that values diversity. We have a long-standing commitment to providing equal employment opportunity to all qualified applicants regardless of race, color, religion, national origin, sex, sexual orientation, gender identity, pregnancy, age, citizenship, marital status, disability, veteran status, political belief, or any other basis protected by applicable law.

Candidate Accommodations: CBRE values the differences of all current and prospective employees and recognizes how every employee contributes to our company’s success. CBRE provides reasonable accommodations in job application procedures for individuals with disabilities. If you require assistance due to a disability in the application or recruitment process, please submit a request via email at recruitingaccommodations@cbre.com or via telephone at +1 866 225 3099 (U.S.) and +1 866 388 4346 (Canada).

NOTE: Some, but not all, of our positions may have an additional requirement to comply with COVID-19 health and safety protocols, including COVID-19 vaccination proof and/or rigorous testing. If you have questions about the requirement(s) for this position, please inform your Recruiter.

CBRE, Inc. is an Equal Opportunity and Affirmative Action Employer (Women/Minorities/Persons with Disabilities/US Veterans)