What are the responsibilities and job description for the Office Coordinator position at Quest Global Services-NA Inc.?
Job Details
Hi,
Greetings from Quest Global. We have a requirement for which we are actively sourcing. If you feel that your experience and skill set might be suitable for this requirement, please send us your most recently updated resume along with your contact information, best times when we can contact you. Would appreciate if you could refer your friends or colleagues. You may please forward my email to them.
Title: Office Coordinator
Location: Sunnyvale, CA
Duration : 4-6 Months (Start Date - May 1st)
Job Description
The Office Coordinator assists our staff and visitors by providing general office support, office security and managing front desk responsibilities. The goal of the Office Coordinator is to ensure organizational effectiveness, efficiency, and safety.
The primary responsibilities of the Office Coordinator are to:
- Serve as the first point of contact for all office visitors, vendors, clients, and new employees.
- Manage daily logistics and operational tasks to maintain the office.
- Manage office security which involves access control, cameras and intrusion
- Work collaboratively to drive day to day operations
Primary Responsibilities:
- Greet, announce, and direct visitors in a welcoming manner.
- Respond to employee and visitor requests and anticipate their needs.
- Serve as the first point of contact for all office visitors, vendors and clients.
Manage daily logistics and operational tasks to maintain the office.
- Ensure access control, cameras, and intrusion systems are functioning correctly and investigating and documenting any security violations
- Remotely monitoring and responding to access control, cameras, and intrusion alarms and notifications
- Maintain an appropriate inventory of office and kitchen supplies, including snacks and beverages.
- Coordinate outgoing and incoming mail and delivery services
- Maintain office safety and security procedures, including directing visitors, and maintaining a thorough knowledge of the evacuation and safety procedures.
- Serve as the point person for maintenance, supply, and vendor-related requests.
- Oversee and organize conference room scheduling and reservations.
- Maintain the general appearance of all common areas of the office, including the reception area, conference rooms, wellness room, copy/supply room, and kitchen/lunchroom
- Resolving employee access control issues
- Helping with the onboarding and or off-boarding of employees
Work collaboratively to drive day to day operations
- Partner with the Facilities and Admin Manager to identify issues and reevaluate team processes to streamline workflows and resolve issues.
- Work with the Facilities and Admin Manager to develop, implement, and evaluate office procedures and office security procedures.
- Assist with new hire onboarding and training by completing assigned onboarding tasks and providing office orientations.
- Assist the IT team in identifying and addressing ongoing technology issues.
- Provide administrative and project support to other teams, including calendaring, coordinating meetings, and data entry.
- Provide regular feedback to supervisor and colleagues both informally and as a part of the annual review process.
Assist in the planning and execution of internal and external events.
- Work collaboratively with staff to coordinate and execute logistics for onsite meetings and events.
- Assist staff with planning of menus with attention to dietary restrictions of staff and attendees.
- Coordinate catering and events, including order placement and delivery, meal and conference room or venue setup, and storage and/or disposal of leftovers.
- Maintain accurate reports for all catering requests in Salesforce as well as a listing of staff dietary preferences and restrictions.
- Communicate with all staff regarding office events via email, the weekly newsletter, and announcements at staff meetings.
Work Experience
- Minimum of one years of office experience as an administrative assistant or front office coordinator.
- Experience with access control, camera, and intrusion software is a plus
- Experience with Microsoft Office applications or related software.
- Able to communicate and work with people of different backgrounds internally and externally to achieve shared goals.
- Strong written and verbal communication skills.
- Able to manage and prioritize a tasks and deadlines, with attention to detail.
- Commitment to providing excellent customer service to everyone.
- Adaptable and able to shift as needs evolve.
- Coachable, continuously learning, open to feedback, and willing to adapt and apply new approaches to maximize effectiveness.
- Desire to contribute to a collaborative team environment.
- Ability to work independently, with little direction at times.
- Proactive rather than reactive and reduces complexity to simplicity.
- Able and willing to quickly learn and use new systems of technology,
- Must be physically able to stand, walk around the office, bend, and lift up to 30 pounds throughout the day on an as needed basis
- Must be available for occasional travel within Silicon Valley
Thanks & Regards,
Vijay Anand | Talent Acquisition
Tel:
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