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.

Work schedule :

8 : 00 am 5 : 00 pm daily. Flexible as business mandates.

Requirements : Qualifications :

Qualifications :

• 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.

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 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

Minimum 5 years administrative / office experience in a fast-paced environment.

Last updated : 2024-05-12