Facilities Workplace Administrative Coordinator

2 weeks ago

San Diego, California, United States TCWGlobal Full time

Facilities Workplace Administrative Coordinator

San Diego, CA *Onsite. Local candidates only)

$35-43hr (Weekly pay + Benefits)

10 month contract (Excellent potential for extension & permanent)

Full-time: M-F 8am-5pm PST

Our client recognizes that their exceptional employees are vital to their success. Their work is rewarding – both professionally and personally – because they are making a difference. The team is seeking talented individuals who will thrive in their collaborative, diverse, fast-paced environment and share in their mission – to identify, develop and deliver life-changing therapies to people living with rare disease. They are pursuing of becoming a leading biopharmaceutical company dedicated to the delivery of innovation and hope to patients in the global rare disease community. Be a part of a global team that is inspired to make a difference in the lives of people living with rare disease

Position Summary:

The Facilities Workplace Administrative Coordinator will provide overall day to day facilities support for building operations, service, maintenance & repair, and team member requests while working with minimal supervision, exercising independent judgement, and maintaining confidentiality. This position understands the requirements for flexibility and accommodates shifting priorities. The successful temporary Facilities Coordinator will be responsible for a wide variety of activities including vendor management, supply ordering & inventory, meeting/event coordination, overseeing reception activities and processes, visitor, and security badge distribution and collection.

Core Responsibilities:

  • Manages the ongoing appearance of reception lobby and building spaces ensuring a clean, safe, and functional environment for visitors and team members.
  • Lead on front desk coverage, documentation, processes, and protocols.
  • Ensures training and compliance of FDA procedures for self and all team members covering front desk.
  • Responsible for the monitoring and distribution of company phone calls.
  • Respond quickly and efficiently while providing a high level of customer service and support to team members.
  • Communicates frequently with team members, property management, and vendors to resolve facilities related issues and provide timely status updates.
  • Coordinate with facilities team, landlord and outside vendors on facilities projects, services, maintenance, and repairs.
  • Lead for receiving, sorting, scanning, and distribution of incoming/outgoing mail, Fed-Ex, and business packages, etc. Assists facilities and IT teams with toner and battery recycling.
  • Lead for ordering, stocking, and organization of products, supplies, and inventory management within break areas, kitchens, workrooms, and storage areas on site.
  • An administrator of the company's visitor management system including check-in/out processes, reporting, security badging, space reservations and delivery module
  • Collects and processes Kilroy gym waivers.
  • Creates and updates refrigerator clean out notifications.
  • Work with janitorial company to ensure effective monthly cleaning.
  • Place service calls to the appropriate vendor for building and office equipment repair and maintenance.
  • Creates, submits, and follows up on work orders notifying Kilroy property management team of building issues, repairs, janitorial requests, company closures/holidays, amenities, and security requests and information.
  • Issues companywide communications on behalf of the Facilities team and building landlord.
  • Prepares and submits expense reports on behalf of the Facilities team.
  • Coordinates and assists with logistics with meeting and event hosts and organizers as needed.
  • Create presentations and spreadsheets, maintain databases, and prepare materials and documentation for meetings/events, building/space, and facilities related activities.
  • Manages the operation and maintenance of the company postage machine including postage, functionality, billing, and supplies.
  • Manages the operation and maintenance of the company document storage account including team member access, sending/receiving of contents, supplies, and billing. Educate and train team members on the self-serve process via online portal.
  • Organizes and maintains facilities management records and documentation
  • Provides administrative support and participates as an active member of the emergency, health & safety, and security teams.

What we value:

  • High school Diploma or equivalent
  • Must have 2+ years of work experience in Facilities management, Workplace Coordinator, Administrative Assistant, Office Manager, Project management role or similar office support role
  • Requires experience supporting for a global or larger company
  • Must be comfortable sitting at the receptionist desk/front office and greeting guests
  • Ability to answer phone calls as needed at the front desk
  • Team player: Able to go the extra mile and assist other depts as needed
  • Experience supporting and managing office projects; consolidate office space, manage company meetings (logistics, hotel, vendors communication etc)
  • Experience in a customer/client facing role; engaging and able to communicate effectively to a group.
  • Excellent ability to always maintain professionalism under stressful situations
  • Experience with vendor management, supply ordering & inventory.
  • Experience working with outside vendors and building owners/landlords and janitorial company to ensure office runs smoothly
  • Experience with general office support; distribution of incoming/outgoing mail, Fed-Ex, Ordering, stocking, and organization of products and supplies.
  • Experience to process visitors, including check-in/out processes, reporting, security badging, space reservations and delivery module
  • Experience to create, submit, and follow up on work orders on building issues, repairs, janitorial requests, company closures/holidays, and security requests.
  • Ability to handle multiple tasks simultaneously, however able to professionally redirect to avoid taking on everything.
  • Must have proficiency in Microsoft Excel and Power Point; ability to create Power point presentations as needed
  • Bonus: Industry background in the life science/biotech/pharmaceutical industry.
  • Bonus: Certification in Facilities Management or Project Management
  • Knowledge of Facilities Management best practices (IFMA and BOMA) or similar
  • Ability to read instructional documents and follow directions (Example: Building maps, schematics, and drawings or similar documents )
  • Able to lift 50lbs; assistance with heavier items.
  • Strong interpersonal and organizational skills, excellent verbal and written communication skills and professional phone etiquette are required.
  • Ability to respond to emergency situations on occasion during the weekends or extend work hours during the week as needed

Please send your resume. Thank you

  • Workplace Experience Coordinator

    2 weeks ago

    San Francisco, California, United States Solve IT Strategies, Inc. Full time

    Solve IT Strategies is currently seeking a Workplace Experience Coordinator in San Francisco, CA. Main Responsibilities:- Managing In-Office Experience: Overseeing reception, visitor check-in, security, and relationships with service providers. Coordinating with building management for quality services and compliance. - Event and Meeting Coordination:...

  • Workplace Coordinator

    1 month ago

    San Francisco, California, United States Solve IT Strategies, Inc. Full time

    Solve IT Strategies is looking for a Workplace Coordinator. This role is located at San Francisco, CA 94105.This is a full-time position and hours of work and days are Monday through Friday, between 8:00 a.m. to 5 p.m.The Main Responsibilities of a person are:? Oversee ordering, stocking, and inventory of the office's fully-stocked kitchen and office...

  • Workplace Coordinator

    4 weeks ago

    San Francisco, California, United States Solve IT Strategies, Inc. Full time

    Solve IT Strategies is looking for a Workplace Coordinator. This role is located at San Francisco, CA 94105.This is a full-time position and hours of work and days are Monday through Friday, between 8:00 a.m. to 5 p.m.The Main Responsibilities of a person are:? Oversee ordering, stocking, and inventory of the office's fully-stocked kitchen and office...

  • Workplace Experience Coordinator

    2 weeks ago

    San Francisco, California, United States Zenex Partners Full time

    Job Role: Workplace Experience CoordinatorCompany Profile: Zenex PartnersLocation: San Francisco, CAContract Duration: 12 months (with potential for full-time)Description: Join our innovative team dedicated to enhancing workplace environments. As a Workplace Experience Coordinator at Zenex Partners, you will have the exciting opportunity to take charge of...

  • Workplace Coordinator 75334

    2 weeks ago

    San Francisco, California, United States Leadstack Inc Full time

    Job Details:Title: Workplace Experience CoordinatorDuration: 3 monthsLocation: San Francisco, CA.Workplace Experience Coordinator | In-Office The Employee & Workplace Experience (EWX) team focuses on the places and programs that define and drive Coinbase culture, which sets us apart from other companies. We accomplish this by influencing the way employees...

  • Workplace Experience Coordinator

    2 weeks ago

    San Francisco, California, United States LeadStack Inc. Full time

    Job Details:Title: Workplace Experience Coordinator Pay Rate: $30-34/hr W2 Duration: 3 months Location: San Francisco, CA. Workplace Experience Coordinator | In-Office The Employee & Workplace Experience (EWX) team focuses on the places and programs that define and drive Coinbase culture, which sets us apart from other companies. We accomplish this by...

  • Workplace Experience Coordinator

    2 weeks ago

    San Jose, California, United States CBRE Full time

    Workplace Experience Coordinator (On-Site Receptionist) Job ID 169487 Posted 29-May-2024 Service line GWS Segment Role type Full-time Areas of Interest Administrative, Customer Service Location(s) San Jose - California - United States of America **About the Role:** As a CBRE Workplace Experience Coordinator, you'll be responsible for delivering a world-class...

  • Senior Workplace Coordinator

    1 day ago

    San Francisco, California, United States Xero Full time

    Xero is a beautiful, easy-to-use platform that helps small businesses and their accounting and bookkeeping advisors grow and thrive. At Xero, our purpose is to make life better for people in small business, their advisors, and communities around the world. This purpose sits at the centre of everything we do. We support our people to do the best work of their...

  • Facilities Coordinator

    2 weeks ago

    San Diego, California, United States San Diego LGBT Community Center Full time

    WELCOME TO YOUR CENTEREstablished as a community non-profit in 1972, The Center provides targeted programs and services to the full diversity of the San Diego LGBTQ community. The mission of The Center is to enhance and sustain the health and well-being of the lesbian, gay, bisexual, queer, transgender, nonbinary, immigrant, and HIV communities for the...

  • Workplace Experience Coordinator

    2 weeks ago

    San Francisco, California, United States Creative Solutions Full time

    Position: Workplace Experience CoordinatorLocation: Downtown, San Francisco, CA (5 days On-site)Job Type: ContractDuration: 6 MonthsWhat You'll Be Doing Arrives before business picks up for the day to conduct the 'morning walk of all spaces. This is the most important daily task of the Workplace team. It serves as the front line to ensure the spaces are...

  • Facilities Coordinator

    2 weeks ago

    San Diego, California, United States inSync Staffing Full time

    Facilities Coordinator$21.00-$25.00/hr - paid weeklyOnsite: San Diego, CAMonday through Friday, 8am to 5pmBasic Function and Scope of the PositionThe purpose of this position is to support the San Diego Facilities Site Services & Events function. You will be partnering and interacting with other internal functional teams to provide a best-in-class customer...

  • Facilities Coordinator

    2 weeks ago

    San Diego, California, United States Apple Full time

    At Apple, we take pride in creating an outstanding work environment that fosters productivity and employee satisfaction. Our corporate campus serves as the heart of our organization, where innovation and collaboration flourish. As we continue to grow and expand, we recognize the importance of maintaining a seamless and efficient facility to ensure our...

  • Facilities Coordinator

    2 weeks ago

    San Diego, California, United States Manpower San Diego Full time

    Job Title:Facilities CoordinatorLocation:San Diego, CA Onsite)Schedule:Monday – Friday, 8am – 5pmDuration:Approximately one-year, possible extensionPay:$21 - $25 per hour DOE Position Summary:Manpower San Diego is assisting a client who is searching for an excellent team member for the Facilities department San Diego Facilities Site Services & Events...

  • Workplace Experience Coordinator

    4 weeks ago

    San Francisco, California, United States 2K Full time

    WE ARE GAMEMAKERSWe are a diverse team of developers driven by a passion for our art, united by our core values and inspired by a culture of inclusivity to build amazing games that thrill players everywhere. We pursue growth and innovation in an environment of safety and trust. Our culture is built on the belief that the more varied voices in our collective...

  • Workplace Experience Coordinator

    4 weeks ago

    San Francisco, California, United States 2K Full time

    WE ARE GAMEMAKERSWe are a diverse team of developers driven by a passion for our art, united by our core values and inspired by a culture of inclusivity to build amazing games that thrill players everywhere. We pursue growth and innovation in an environment of safety and trust. Our culture is built on the belief that the more varied voices in our collective...

  • Workplace Experience Facility Manager

    2 weeks ago

    San Francisco, California, United States Bloomberg Full time

    Workplace Experience Facility Manager - Workplace Operations & Supply Chain **San Francisco, CA** Posted Mar 6, Requisition No The energy of a newsroom, the pace of a trading floor, the buzz of a recent tech breakthrough; we work hard, and we work fast - while keeping up the quality and accuracy we're known for. It's what keeps us inventing and reinventing,...

  • Facilities Coordinator 2

    2 weeks ago

    San Diego, California, United States Hydrogen Group Full time

    Job Description:A leading Biotechnology company based in San Diego are actively hiring for a Facilities Coordinator 2 to join their team. This is an initial 12-month contract with opportunity to extend. Pay Rate $20-25/per hour depending on experience. This position is onsite Mon – Fri 8am – 5pm. The purpose of this position is to support the San Diego...

  • Facilities Coordinator 2

    2 weeks ago

    San Diego, California, United States Hydrogen Group Full time

    Job Description:A leading Biotechnology company based in San Diego are actively hiring for a Facilities Coordinator 2 to join their team. This is an initial 12-month contract with opportunity to extend. Pay Rate $20-25/per hour depending on experience. This position is onsite Mon – Fri 8am – 5pm.The purpose of this position is to support the San Diego...

  • Administrative Coordinator

    2 weeks ago

    San Diego, California, United States Vestis Full time

    Overview:The Administrative Coordinator is responsible for a collection of responsibilities which must take place. These responsibilities may in fact be shared amongst Administrative Coordinators and each coordinator should be cross trained and conversant on how to effectively complete all required tasks. The Administrative Coordinator is a multi-faceted...

  • Workplace Experience Coordinator

    4 weeks ago

    San Francisco, California, United States Navan Full time

    Our Workplace Experience Team is growing and we're looking for a hands-on Workplace Experience Coordinator to assist with the day-to-day operations and experience of our office. We are looking for a detail-oriented individual with excellent communication, organization, project management, team, and customer service skills to help us take things to the next...