We’re looking for an Office Coordinator (Contractor - 6 months) to join our growing team where Excellence is a priority, Collaboration is the norm, Energy is contagious, and the opportunity to make an Impact is endless. This is a key role in our San Francisco office that requires a mastery of organizational responsibilities, the ability to effectively liaise between executives and the organization/clients and support a Better Experience for all employees.
As the “face” of the San Francisco office, this person will work closely with the West Coast Business Manager to drive our culture and employee engagement. This includes providing a welcoming environment and taking pride in the experience of employees and visitors to the San Francisco office and virtually supporting other West Coast office locations (Seattle, Denver, etc.) in collaboration with the WC Administrative Assistant. Success requires a proactive approach,anticipating the needs of both employees and visitors and becoming the ‘go-to’ person for the office. Going above and beyond is the norm, and that is reflected in clean working and social areas, well-stocked supplies, and making it easy for people to interact and be productive.
What You'll Do:
- Provide administrative support to the Office Managing Partner, including scheduling, expenses and travel management
- Act as the point-of-contact for the San Francisco (in-person) and Seattle office (virtual):
- Greet guests upon arrival and departure and connect them with the appropriate CrossCountry point-of-contact
- Manage office badges and gym waivers
- Organize parking access for new employees
- Address employee queries regarding office management issues (i.e., supplies, hardware, and travel recommendations), etc.
- Act as the point-of-contact for the San Francisco office for all in-person recruiting events (interviews) and coordinate directly with Recruiting on schedules
- Reserve, maintain, and manage meetings/appointments for conference room(s) and assist with meeting technology set-up as needed. Ensure supplies are in each conference room, including instructions on how to access technology.
- Maintain office conditions daily, keeping them tidy, managing inventory levels and restocking supplies, watering plants, ordering flowers, arranging necessary repairs, etc. Ensure kitchen areas (including refrigerator) are regularly clean and in good working order.
- Order/organize catering orders for meetings and events as requested.
- Act as the main point of contact with BM/WC Administrative Assistant support for building management and maintain vendor relationships and contracts, including printer hardware/ maintenance, IT hardware maintenance, plant maintenance, water delivery, in-office maintenance and janitorial, and other service providers.
- Update/maintain office policies as necessary (e.g., Company Contact List, Emergency Response Plan, Annual Business License, etc.).
- Liaise with the IT team for office-related technology issues or requests.
- Manage/distribute incoming mail and assist employees with shipping requests.
- Ensure all office items are expensed in Coupa/ Concur and reimbursed on time, including working directly with Accounts Payable on large expenses.
- Regularly collaborate and build a partnership with the WC Administrative Assistant and other office managers to develop best practices and share knowledge.
- Ensure all office equipment is functioning as needed; resolve any issues
- Assist with ad hoc operational projects and tasks, such as record keeping, material preparation/printing for trainings, ordering gifts on behalf of employees, etc.
- Support before/after-hours events and meetings.
- Ensure the Swag Closet is tidy and organized and order swag as needed.
- Support local offsite meetings, as needed.
- Physical demands include, but are not limited to, frequently walking, standing, kneeling, reaching, squatting, stooping/bending, lift and carry objects up to 30 lbs.
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Requirement to be in the office Tuesday - Thursday, 8:30 am – 2:00 pm.
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