Assistant Facilities Administrator
2 months ago
Title: Receptionist
Location: Redwood City, CA (Onsite)
Duration: 4+ Months on W2 (Possible Extension)
Shift: 8:00 am – 5:00 pm daily. Flexible as business mandates
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.
Key Duties:
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
Required Qualification/Skills
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.
Minimum 5 years administrative / office experience in a fast-paced environment.
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