Facilities Workplace Administrative Coordinator

2 weeks ago

San Francisco, United States TCWGlobal Full time
Job DescriptionJob Description

Facilities Workplace Administrative Coordinator

San Francisco, CA 94107 (*Local candidates. Onsite)

$40-43hr (Weekly pay + benefits)

12 month contract (Excellent potential for extension)

Full-time M-F 8am-5pm


Our client has created the best place to share code with friends, co-workers, classmates, and complete strangers. Over 31 million people use their platform to build amazing things together across 97+ million repositories. They are one of the leading hosting service sites for software developers around the world. The mission of the company Docs team is to guide everyone who uses their platform to confidently meet their goals.


Administrative and Hubber-facing - much like a daily host Focused on customer service aspects of Workplace Coordination - triages and reviews onsite needs, building maintenance issues that arise events, requests from employees at all levels. Onsite role Mon-Fri. Assists the WXS team with anything onsite at the SF HQ office. Helps fill-in for operational and facilities tasks as needed.


Duties:

  • Monitor and respond to employees on Slack, providing quick and excellent customer service
  • Support any building issues that arise; ability to act quickly and place repair orders as needed
  • Daily check on all office floors / rooms to identify any issues and confirm office is looking it's best. Every morning
  • Daily check in with Baristas, all security desks & bar staff to identify and needs or issues.
  • Daily check to confirm all conference rooms are connected to Zoom, iPads. Opening IT tickets for any item not connected.
  • Daily check in with Facilities Coordinator to confirm any assistance that may be needed.
  • Review all office supply stations daily to ensure all are well stocked.
  • Daily confirmation that all catering has arrived, been set up, and cleaned up correctly. Message-out to Slack the daily lunch menu (see Slack for examples)
  • Daily check of all hot desks to ensure all are clean, have needed items like wipes/sanitizer, and are ready for use.
  • Daily check in with any employee hosting onsite events that day to confirm support.
  • Assist Facilities Coordinator with daily check that all supply stations and all bathrooms are stocked and looking their best. Alerting janitorial or building maintenance of any issues.
  • If Shop is open, checking set-up and refilling and refacing as needed - work with Lavinia.
  • Monitor ticketing system to ensure employee requests are being attended to in a timely manner.
  • Be the default onsite employee Point of Contact for event questions: customer meetings, mini summits, etc. hosted in SF. Work alongside our Executive Assistants, IT/AV, and Video Production Teams coordinating any calendars, room reservations, catering, space preparation, tech and other facilities support - for example, video production team may need to record a customer interview or company marketing package onsite in our SF office. Or, for example, an EA might reach out needing help coordinating a room and catering for a large internal business review meeting onsite.
  • Work to update, maintain, and create employee resources and repos.
  • Partner with employee resource groups to proactively plan upcoming events calendar.
  • Proactively develop relationships with key internal partners, gaining recognition as a team resource and go-to person for office related questions.
  • Respond to all Slack messages, email, and ZenDesk tickets in a timely and professional manner.
  • Check office printing stations to ensure printer paper is fully stocked in every machine.
  • After onsite meetings and events proactively work with Facilities Coordinator to reset the spaces that were used, resetting decor, supplies and furniture as needed.


Requirements:

  • 2-10 yrs experience as a Facilities/Workplace Coordinator, Administrative Assistant or Office Manager, preferably for a larger/global company
  • Experience to support building issues that arise; reporting any action items that need repairs.(example, floor board is loose, faucet has a leak, etc.)
  • Ability to be the eyes and ears of the office; identify any building issues for repairs with a sense of urgency
  • Interest in overall project management for building repairs and know who to contact for repairs
  • Must be comfortable with a customer facing role and interacting with employees.
  • Experience supporting general office duties; confirming conference rooms are ready for meetings, sending our daily lunch menus to employees, ensuring office looks its best, and making sure office supplies are well stocked
  • Experience with providing excellent customer service to employees and guests; ability to respond in a timely fashion.
  • Requires being extremely detail oriented; able to catch things and an excellent eye for detail
  • Must have excellent organizational and follow-up skills; systems in place to ensure daily follow-up on action items and requests from employees
  • Ability to work a flexible schedule during events every 3-4 months; some night and weekend shifts with advance notice
  • Experience responding to all Slack messages (or similar chats), email, and ZenDesk or similar tickets in a timely and professional manner.


Please send your resume. Thank you


TCWGlobal is an equal opportunity employer. We do not discriminate based on age, ethnicity, gender, nationality, religious belief, or sexual orientation.

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