The Office Coordinator's role is not just about providing overall administrative support to the Oakland office. It's about ensuring that the office, and by extension, our operations, are running smoothly for its daily business operations. Your role is crucial in ensuring that the office is in compliance with DNV HSE. This responsibility underscores the importance of your position and the significant impact you will have on our operations.

This position is also responsible for but is not limited to, greeting guests, answering email requests, receiving/distributing incoming/outgoing packages, maintaining office supplies and equipment, planning and arranging onsite meetings, and assisting with various document productions.

This position will also give you the opportunity to work with the DNV GSS real estate and property manager. This interaction is not just about ensuring that the office complies with all regulations and follows the required processes. It's about building relationships and understanding the broader context of our operations, a facet of the role that can be both challenging and rewarding, offering you a platform for continuous professional growth and learning.

This is a 100% onsite position and will be located in the Oakland, CA, office.

What Youll Do

• Office HSE responsibilities
  • Perform all HSE-required operational processes for the unit (office)
    • Annual HSE office tour (office safety audit). All findings should be recorded and uploaded to the HSE EA&SUS Americas SharePoint site
    • Updates of Red Folder, EPP, and Call Tree
    • Tracking and management of Environmental Aspects Register
    • Ensure that management performs an annual HSE evaluation
    • Office HSE training and drills
    • Activate One Call Now (broadcast alert system) with the approval of the manager in charge of the office
    • Review and update of ERM (office-related risks) with the HSE Regional Manager
• Facilities/IT
  • Liaison with the GSS IT team regarding general office IT issues
  • Managing spare PCs for the Oakland office
  • Access card coordination with GSS RE and Landlord
  • Maintain safe and clean office facilities and meeting rooms by complying with procedures, rules, and regulations
  • Ensuring AV equipment is functional and schedule service/repairs as required
• Office Guests
  • Serve visitors by greeting, welcoming, and directing them appropriately; notify company personnel of visitor arrival
  • Answer all incoming calls/emails and forward them to the appropriate personnel
  • Update and maintain office directories
  • Maintain security by following procedures and issuing incoming visitor badges
• Incoming/Outgoing Packages and Mail
  • Receive daily mail/packages and distribute accordingly
  • Accept and sign for incoming packages; send notification to package recipient that package arrived; log package delivery and pick-up
  • Prepare outgoing mail and packages via Federal Express, UPS, and USPS; maintain online files with tracking information
• Meetings / Catering
  • Coordination of onsite and offsite meetings and events
  • Order and organize catering for in-house meetings; work with meeting organizer to meet specific requirements; track and submit all catering invoices with proper billing codes and accounting procedures for payment
  • Prepare conference rooms for meetings: set up catering; at the close of the meeting, restore the conference room to cleanliness and order
    Assist meeting organizer with Technical / IT support; arrange reservations in Microsoft Teams and Outlook Scheduling
  • Reserve Internal Meeting Space
• Office Supplies and Machines
  • Maintain office and kitchen supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place orders for supplies; verify receipt of supplies; submit accurate billing codes to accounting for payment tracking
  • Ensure operation of shared office equipment (copy machines, kitchen appliances, printers, etc.) by completing preventive maintenance requirements, following manufacturer's instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories and equipments specific supplies
• Administrative Assistance
  • Coordinate complex travel arrangements, both domestic and international
  • Assist with documents, presentations, spreadsheets, and general administrative duties
  • Track, manage, and submit expenses, P-card statements, and expense reports
  • Provide administrative support by entering, formatting, and printing information

• Generous paid time off (vacation, sick days, company holidays, personal days)
• Multiple Medical and Dental benefit plans to choose from, Vision benefits
• Spending accounts FSA, Dependent Care, Commuter Benefits, company-seeded HSA
• Employer-paid, therapist-led, virtual care services through Talkspace
• 401(k) with company match
• Company provided life insurance, short-term, and long-term disability benefits
• Education reimbursement program
• Flexible work schedule with hybrid/remote opportunities
• Charitable Matched Giving and Volunteer Rewards through our Impact Program
• Volunteer time off (VTO) paid by the company
• Career advancement opportunities

**Benefits vary based on position, tenure, location, and employee election**

How We Do It

We Care, We Dare, We Share

DNV is a proud equal-opportunity employer committed to building an inclusive and diverse workforce. All employment is decided on the basis of qualifications, merit, or business need, without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

DNV is committed to ensuring equal employment opportunity, including providing reasonable accommodations to individuals with a disability. US applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may contact the North America Recruitment Department (hrrecruitment.northamerica@dnv.com). Information received relating to accommodations will be addressed confidentially.

DNV is proud to announce being named one of Houstons best places to work in the 2022 Houston Business Journal Best Places to Work competition.

For more information
https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

Read more here
Diversity and inclusion in everything we do every day - DNV

Meet our employees - DNV

About DNV

DNV Careers

Please visit our website at www.dnv.com

As required by the Pay Transparency laws in Colorado, New York City, California, Washington, and Connecticut, DNV provides a reasonable compensation range for roles that may be hired in those locations. Actual compensation is influenced by a wide array of factors, including but not limited to skill set, level of experience, and specific office location. For the states of Colorado, New York City, NY, California, Washington, and Connecticut only, the range of starting pay for this role is $50,000- $70,000

What Is Required

• High school diploma, or equivalent, required
• At least 3 years of office administration experience required
• Excellent skills in MS Office programs (Outlook, Word, Excel, PowerPoint, MS Teams)
• Ability to learn new internal work management software
• Strong organizing and time-management skills
• Strong written and verbal English language communication skills
• We conduct pre-employment background and drug screening

What Is Preferred

• Bachelors Degree will be a plus

**Immigration-related benefits, such as visa sponsorship, are not available for this position**