Office Manager

Office Manager

SUMMARY:

This position reports to the General Manager of the Infrastructure BU (Site Manager for the San Jose location). The ideal candidate has experience working in a collaborative mode across different functions and departments and has strong organizational and project management skills. This person should be a proactive problem solver that is able to take independent action on diverse assignments and capable of managing confidential and time-sensitive material. This person will be responsible for the overall good maintenance of the site and the well-being of the personnel at this location.

RESPONSIBILITIES:

• Assist with coordinating site needs like IT, fire and security alarm monitoring, health and safety systems, utility and equipment maintenance, etc. with the appropriate managers and service companies. Initiate and maintain purchase orders for site service providers and assist to reconcile billing issues with same
• Assist with coordination of Corporate Site Services, manage all site-related governmental permits and licenses, including on-time payments and posted notices for employee viewing
• Assist with coordinating site procurement of office and break room supplies, and other consumables and equipment, while ensuring delivery and deployment
• Managing and coordinating site cleanliness with janitorial contractors as well as other service providers such as for landscaping, pest control, document shredding, coffee machines, trash/recycling collection
• Working with Corporate teams, ensuring new employee on-boarding success by providing space planning arrangements for office or cubicle assignments, employee badging, and business cards
• Coordinating customer visits and calendar appointments for conference rooms and key executives on site and across the company
• Scheduling and coordination of internal meetings, travel arrangements, business reviews and offsite meetings
• Coordinating restaurant bookings and event planning for customer or employee gatherings
• Ordering meals and consumables as needed for dine-in meetings involving employees and/or visitors
• Coordinating site activities such as summer or quarterly get-togethers and Christmas / holiday break-room get-togethers
• Manage email distribution lists and phone contacts
• Assist with creating e-req’s for on-site managers
• Manage the lab smock maintenance and ordering process for the site
• Support the Engineering Directors’ process support

QUALIFICATIONS:

• Strong interpersonal skills
• Demonstrated ability toward independent action
• Exceptional verbal and written communication skills
• Strong organizational and project management skills
• Demonstrated expert knowledge of Microsoft Office 365 applications (Outlook, Word, PowerPoint, Excel, Onenote, Teams)
• High degree of attention to detail; accurate and complete work products
• Proficiency with SharePoint, and SAP is a plus
• At least 5 years of experience in an equivalent support position
• Bachelor's degree: directly relevant experience will be considered in lieu of a degree
• Ability to identify when site processes and systems are insufficient and execute on process improvement

This position is not eligible for visa sponsorship by the Company.