Office Assistant

Come for the Challenge. Stay for the Experience. At HCVT, we believe every challenge presents an opportunity to positively impact our clients and people. Talented and ambitious individuals who seek limitless professional opportunities thrive at HCVT. Our team is known for its technical skill and ability to help clients address complex business issues all while investing in and supporting our people to provide a rewarding employee experience.   What We Do and Who We Serve We offer Tax, Audit, Advisory, and Business Management services to our clients, which include private and public companies, high-net-worth individuals, and family offices. We also specialize in serving clients across the following industries: Private Equity, Real Estate & Hospitality, Media & Entertainment, High-Net-Worth Individuals, Manufacturing & Distribution, Professional Services Firms, Technology, Healthcare, Nonprofit Organizations, and Affordable Housing.     We Live Our Core Values Our values guide us in our day-to-day interactions with our clients and each other—Integrity at our Core; Building Success Together; Passion for Excellence; and Diversity, Equity, & Inclusion. We are focused and committed to the needs of our clients and our team.   Discover How Far You Can Go. Opportunities abound at HCVT. Our firm has experienced steady growth since its founding in 1991 and continues to expand its client service offerings, creating new opportunities for professionals to grow their careers. We make significant investments in training and provide interesting, diverse, and intellectually stimulating client engagements for our teams to work on—the kind of work that helps you develop and refine your skills to advance in the profession.   Hybrid Work At HCVT, we embrace a hybrid work model that offers a balance between in-office collaboration and remote convenience.  Our teams work a minimum two days a week in the office, unless noted otherwise in the job description, complemented by in-person trainings, meetings, and team-building activities to foster your growth and deepen team connections. These trainings and events may take place outside of your home office location.

Apply today and find out why so many come for the challenge—and stay for the experience. We look forward to meeting you! 

Office Hours:  Monday – Friday, 8:30 – 5:30 pm In-office Work Days (Non-busy season): Monday - Thursday;  Friday is flexible Busy Season Hours:  Monday – Friday, 8:30 – 5:30 pm in the office  (Busy seasons are February 1 – April 15 and August 1 – October 15). During busy seasons, this position is expected to be in the office daily.

*This position is eligible for health benefits.

You will be responsible for, but not limited to, the following:

• Security/Building Management

• Manage requests through the online ticket request portal for the Divco Glendale Building

• Place order for parking transponder, including renewals, repairs, and new requests

• Handle access badges, elevator access, waivers, insurance, visitors, and conference room bookings, etc.

• Validate parking requests

• Coordinate front door monitoring

• Coordinate communications with the Office of the Building

• Handle HVAC, janitorial, and general maintenance & repairs requests

• Office Duties

• Order and manage office supplies and snacks from vendors such as Staples and Costco

• Maintain the office kitchen

• Collect and distribute mail and packages to its respective recipient; including trips to the post office as needed

• Arrange meals for the office, including ordering lunches, breakfasts, and catering

• Handle setup and coordination for meal events

• Coordinate maintenance and upkeep of office, including common spaces and equipment (e.g., copier and printer maintenance)

• Handle hoteling and office space issues

• General Administrative

• Reconcile monthly credit card charges and other accounts

• Approve and cross-check all Accounts Payable requests

• Engagement letters and update Due Date List

• Manage office seating (OfficeSpace software) and help visitors find work space

• Coordinate with the office lead and be the point of contact for other offices

• Vendor Coordination

• Communicate with vendors through emails and phone calls

• Maintain and manage relationships and visits from vendors such as Quadient (postage), copiers, Iron Mountain, FedEx, Primo, etc.

• Event Planning

• Research, coordinate, and manage in-office events, office busy season parties, and all other events for the Glendale location

• Handle all communications and logistics related to events

• Collect and incorporate employee feedback for event planning

This job description outlines the primary duties and responsibilities for the position and is not all-inclusive. The employee may be required to perform other related duties as assigned. The qualifications we are seeking for this position:

• Some office administrative experience required
• Excellent attention to detail
• Strong organizational and communication skills
• Ability to manage multiple tasks and prioritize effectively
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel
• Other administrative type software experience is a plus (e.g., Officespace, FedEx)
• Experience in event planning and vendor management is a plus