Executive Assistant/Office Administrator

$35,360 - $41,600/Yr

Organic Filling Solutions - Los Angeles, CA

Full-time - Entry Level

Los Angeles, CA

About the position

Organic Filling Solutions is a full contract private label manufacturing company located in Canoga Park, CA, specializing in the production of skin care, hair care, essential oils, perfumes, and more. We are currently seeking an Executive Assistant/Office Administrator who will play a crucial role in ensuring the smooth operation of our office and facilitating effective communication across the organization. This position is responsible for a variety of day-to-day organizational tasks that are essential for maintaining an efficient workplace. The ideal candidate will be proactive, detail-oriented, and capable of managing multiple responsibilities simultaneously. In this role, the Executive Assistant will be tasked with maintaining office files, tracking and sending small shipments, managing office calendars, and updating databases. The individual will also be responsible for purchasing supplies and performing other general clerical duties. The position requires a strong ability to prioritize tasks and manage time effectively, as well as excellent communication skills to relay messages among staff and keep the team updated on all company matters. The Executive Assistant will greet and direct incoming guests, create consumables lists for items that need replenishing, and maintain relationships with vendors and suppliers. Additionally, the role involves creating shipping labels, organizing supplies, and ensuring that the office environment remains clean and organized. The successful candidate will also be responsible for logging IT devices, processing Amazon returns, and updating the ERP system, among other duties. This position is vital for supporting the team and ensuring that all administrative functions are carried out efficiently.

Responsibilities

• Greet and direct incoming guests
• Create a consumables list for items needed to be replenished
• Update Incoming Shipments log for any orders placed
• Maintain and establish relationships with vendors/suppliers
• Create Shipping Labels and package small shipments; update Incoming/Outgoing Control Shipments Log
• Place approved orders for raw materials and components as needed
• Organize and track supplies in Supply Room
• Organize and track labels, toner and paper on paper rack
• Keep office clean and organized
• Relay messages among staff; keep team up to date on all company matters
• Report and log any lost, stolen or damaged equipment and machinery
• Keep track of and log IT Devices
• Provide general assistance to team as needed
• Send reminders to team members
• Collect and distribute mail daily
• Check emails throughout the day
• Keep Odoo reports and products up to date
• Jump on tasks not depicted in this job description on a per need basis
• Check incoming shipments for accuracy
• Order raw materials and track shipment process
• Process and log Amazon returns for Kleem (client)
• Ship out private label orders via Amazon
• Create and update job descriptions and employee orientation letters
• Fill out forms and authorizations required for new suppliers
• Fill out Time Amendment Sheets for incorrect employee hours and submit to accounting
• Provide accounting with copies of invoices for all orders placed
• Follow up with vendors daily until project is complete; update team on status
• Update ERP system

Requirements

• Bilingual English/Spanish a Plus
• General Computer Proficiency
• Advanced knowledge of MS Office Suite with emphasis on Excel and Word
• Excellent communication skills, verbal and written
• Strong organization and prioritizing skills
• Excellent Time Management
• Must be a Team Player
• Ability to multi-task efficiently
• Proficient using Google Work Space (Drive, Gmail, Google Sheets and Docs)
• 2-3 Years Experience as an Administrative Assistant

Nice-to-haves

• Associate's Degree Preferred

Benefits

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off