Oaktree Capital Management

  • Administrator, Shared Services

    Job Locations US-CA-Los Angeles
    Job ID
    Job Department
    Human Resources
  • Company Overview

    Oaktree is a leader among global investment managers specializing in alternative investments, with $100 billion in assets under management as of December 31, 2017. The firm emphasizes an opportunistic, value-oriented and risk-controlled approach to investments in distressed debt, corporate debt (including high yield debt and senior loans), control investing, convertible securities, real estate and listed equities. Headquartered in Los Angeles, the firm has over 900 employees and offices in 18 cities worldwide. #LI-SD1


    Based in downtown Los Angeles, the Administrator will collaborate with the HR Shared Services team to serve as one entry point for all employees and managers and provide support for HR services and programs.


    Responsibilities include:

    • Assisting in managing the daily operations of the HR department;
    • Receiving, screening, prioritizing, responding to routing questions and escalating calls and mail to the appropriate colleagues and vendors and providing other customer service support;
    • Administering HR programs and processes, including but not limited to benefits, recruiting, talent and development, onboarding, separations, employee data changes, relocation, immigration, and HR operations;
    • Assisting with background checks, coordinating staffing requests and job requisitions, interview scheduling and logistics, compiling and distributing offer letter packets, work permit processing, and other recruiting administration;
    • Processing, auditing, and facilitating benefit enrollments and changes; scheduling and assisting with onsite health screenings, B-12 shots, and annual flu shot events; assisting with legal notice distributions; drafting verification letters; generating 401(k) audit confirm letters; and other benefits, HIPAA, transportation, and wellness program administration;
    • Assisting with logistics for Oaktree University courses, training, and offsite meetings, processing staff development requests, tracking and filing goals submissions, and other talent and development programs;
    • Entering data in HR systems, preparing materials and managing logistics for orientation, collecting and processing new hire paperwork, and other onboarding administration (including delivery of benefits orientation);
    • Submitting and approving HR permissions in the Oaktree Access System (OAS) (e.g., email, network account, intranet HR content) for all new hires, handling access transitions for staff conversions, and removing permissions for separating staff;
    • Scheduling, coordinating, and managing logistics for meetings, including, but not limited to, booking of conference room, ordering food and setting up, assembling data/materials, and creating/distributing the agenda;
    • Assisting with HR records management, including scanning, filing and maintaining departmental and corporate files, and cataloguing and boxing up files for offsite storage;
    • Reviewing, reconciling, and processing invoices and, when applicable, updating HR budget tracker, and reconciling monthly accounting GL reports against invoices and the HR budget tracker;
    • Drafting and branding correspondence and other documents and performing high-quality copy editing for certain reports and documents;
    • Coordinating HR team-building activities and celebrations;
    • Process company-wide employee acknowledgement requests;
    • Assisting where needed with coordination of e-mail-blast mass mailing;
    • Copying and scanning, logging parking validations, and ordering supplies;
    • Back-up support for the Head of HR;
    • Serving as a first responder for our Los Angeles office, including but not limited to assessing emergency situations, calling emergency personnel, providing managed care referral, and completing workers compensation paperwork;
    • Supporting various members of the HR team on special projects as needed; and
    • Preparing and proofing ad hoc and routine reports.


    • Minimum three years of experience as an administrative assistant, preferably within an HR department of a professional firm;
    • Proven track record in maintaining discretion with confidential information;
    • Proven ability to manage tasks with competing priorities and deadlines, independently determining order of priority and self-initiating other value-added tasks; and
    • Strong working knowledge of Microsoft Office applications including Excel, Word, PowerPoint, and Outlook. 

    Personal Attributes

    • Excellent interpersonal, verbal and written communication skills;
    • Possess a willingness to help with outstanding customer service skills;
    • Outstanding organizational skills with a strong attention-to-detail;
    • Self-starter with a proven ability to take initiative;
    • Team-oriented with strong integrity and professionalism; and
    • Must be able to handle highly confidential situations with professionalism and tact.



    Bachelor’s degree is required.


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