Job Details
Manage the Redwood Shores front desk administration and support functions for headquarters workplace. This position oversees the daily activities needed to ensure a functional, efficient, and safe working environment for employees.
Work schedule:
8:00 am 5:00 pm daily. Flexible as business mandates.
Requirements:
Qualifications:
- Excellent oral communication skills; good written communication skills.
- Good interpersonal and team working skills; able to deal positively and productively with complaints, conflicts, and requests for service.
- Ability to complete basic Physical Security Classes designed for Reception.
- Good analytical skills: able to accurately compile statistical data and to detect inconsistencies in data.
- Experience with access control applications.
- Ability to work in a fast-paced, high-pressure environment.
- Self-starter; able to adapt to changing priorities and work on multiple projects.
- Good telephone and customer service skills helpful.
- Proficiency with computer programs (Windows, Excel, Power Point).
- High energy level and positive outlook on job and group responsibilities; initiative.
- College degree in a field related to the position.
Office Administration and Operations 50%
- Manage primary receptionist responsibilities: answering phones, voicemails, greeting visitors and customers.
- Expenses control: Process invoices and track expenses.
- Prepare and maintain files, reports, records, and detailed departmental data.
- Coordinate monthly facility invoices with accounts receivable and the purchase order procedures.
- Manage hoteling reservations and workstations.
- Coordinate any headquarters event catering: ordering, routing, and tracking of catered meals.
- Coordinate Emergency Procedures with Building and RVBD Team.
- Oversee internal employee and equipment relocations and keep an updated roster.
- Arrange New Hire & terminated employee desk management and coordinate with IT for equipment set up and removal.
- Order office supplies and vending & pantry supplies.
- Provide support and back-up to all other positions in Facilities and Administration when needed.
Facilities Management 50%
- Assign daily facility tickets and track completion progress.
- Complete any facility tickets for any Redwood Shores site requests.
- Manage access badge creation and maintenance for global offices.
- Coordinate and monitor lobby security during office hours.
- Manage shipping and receiving at Redwood Shores headquarters.
- Manage ergonomic program management for Redwood Shores based employees, remote offices, home offices.
- Be an active Emergency Response Team member.
- Advise on all space planning and design of floor space and workstations.
- Perform preliminary space planning efforts to guide internal team and vendors.
- Coordinate purchasing of office furniture and equipment.
- Serve as the daily primary contact with Building Management & Building Security
- Environmental monitoring and control
- Handoff daily after hour activity planning and monitoring to Security Operations Center
Minimum 5 years administrative / office experience in a fast-paced environment.