Front Desk Staff - Confidential Jobs : Job Details

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, youre 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.

• IT Coordination

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.

by Jobble