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Administrative Support Specialist

2 months ago

Redwood City, California, United States CapLeo Global Full time
Job Summary

We are seeking a highly organized and detail-oriented Front Desk Coordinator to join our team at CapLeo Global. The successful candidate will be responsible for providing exceptional administrative support and facilities management services to our organization.

Key Responsibilities
  • Administrative Support:
    • Manage primary receptionist responsibilities, including answering phones, voicemails, and greeting visitors and customers.
    • 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.
  • Facilities Management:
    • 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, and home offices.
  • Emergency Response:
    • 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.
  • Communication and Teamwork:
    • 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.
    Requirements
    • Minimum 5 years administrative / office experience in a fast-paced environment.