About The Position
Our Company is hiring a Front Desk Coordinator responsible for the overall efficiency and ownership of our office operations in Palo Alto, California. This role involves coordinating office procedures, and administrative tasks, and ensuring a smooth workflow within the organization. This is a crucial role supporting day-to-day operations while fostering a positive work environment and continually improving the workplace experience for our employees.
Requirements
- 3-5 years in office operations supporting a fast-paced, fast-growing team.
- Experience in a highly collaborative environment, working closely with key partners in HR, Recruiting and Facilities.
- Problem solver with exceptional interpersonal communication and organizational skills, with the ability to dive into details and anticipate needs.
- Polite, adaptable, dependable, transparent, professional & reliable.
- Ability to multi-task to execute multiple projects and tasks.
- Natural curiosity and desire to improve processes and procedures.
- Strong computer skills in Microsoft Office Suite.
- A strong communicator, you’re able to effectively communicate (written and verbal) when interfacing with key stakeholders.
- Ability to work onsite five days per week, starting at 7:00am.
- Flexibility to work outside of normal working hours, occasionally, for company events.
Responsibilities
Office & Facilities Management:
- Ensure the office is well-maintained, clean, and organized at all times. oManage daily lunch catering and micro-kitchen needs.
- Manage vendor relations, including Catering and Janitorial needs. oLiaise with building management for facility & security issues.
- Supervise office maintenance and repair tasks.
Staff Support:
- Provide administrative support to employees.
- Address staff inquiries and concerns.
- Provide reception desk coverage, as needed.
Administrative Management:
- Oversee daily administrative activities; vendor tracking, shipping (FedEx) needs.
- Manage office supplies, equipment, and maintenance.
Event Planning
- Coordinate logistics and vendors, ensuring events run smoothly.
- Work closely with our Culture Club to own/organize company events, meetings, and conferences:
▪ Provide event management support for our quarterly All-Hands & Board meetings.
▪ Provide event planning support for team offsites.
▪ Organize holiday parties, summer BBQ, Happy Hours, Talent Show.
Financial Administration
- Process invoices and maintain financial records.
- Assist in financial reporting as required.
HR Assistance
- Assist in onboarding and off-boarding processes.
- Support various HR functions, as needed.
Collaborate with IT to address office technology needs.
Policy Compliance
- Ensure compliance with company policies and procedures.
- Stay updated on relevant laws and regulations affecting the workplace.
Qualifications
Experience
- Proven experience in office management.
- Familiarity with office software and equipment.
Communication Skills
- Strong verbal and written communication skills.
- Ability to communicate effectively with employees at all levels.
Organizational Skills
- Excellent organizational and multitasking abilities.
- Strong attention to detail, accuracy.
- Actively follow-through & follow-up.
- Proactive, not reactive.
- Seamless execution.
Tech Proficiency
- Proficient in MS Office (Office365, Word, Excel, PowerPoint) and other relevant software.
