Office Operations Assistant in Newport Beach, California at Animal Outpatient Specialty Network

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

• 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.