Facilities Admin Support I

About the role

In this crucial position, you will provide vital administrative support to ensure the smooth operation of facilities and unified communications. Your responsibilities will encompass managing office logistics, coordinating events, and offering assistance to various departments, all while exercising a high level of independence. This role demands exceptional organizational capabilities and a proactive approach to anticipating the needs of the team.

Key facts

Location: USA

Engagement: Full-time

Hourly

Pay: $22.00 - $34.00

What you'll do

• Assist the Facilities and Unified Communications teams in organizing and executing meetings and events, which includes overseeing setup and cleanup processes.
• Oversee the ordering, inventory management, and distribution of supplies, including office materials, janitorial products, and refreshments for meetings and events.
• Coordinate off-site visits for employees, ensuring that all logistical needs are met based on client requirements.
• Provide comprehensive support to various Facilities teams, including Technicians, Project Staff, General Office Staff, Unified Communications, Equipment Maintenance, Environmental Health & Safety (EH&S), Security, and the Fitness Center.
• Create and manage purchase orders for items such as office furniture, conference room supplies, and special requests, liaising with suppliers and caterers to ensure smooth on-site logistics.
• Proactively identify user requirements and prepare for potential challenges that may arise.
• Coordinate essential certifications for on-site vendors to ensure compliance with company standards.
• Assist in making arrangements for accommodations for visiting employees, ensuring a comfortable stay.
• Facilitate department coordination for onboarding new hires, including desk setup and orientation support.
• Organize, restructure, and maintain both physical and electronic files related to facilities, including contracts, insurance certificates, agreements, and statements of work.
• Provide administrative support to other departments as needed, fostering collaboration across the organization.
• Adhere to the Company's Quality Management System (QMS) and relevant quality system regulations, ensuring compliance in all tasks.
• Understand and apply applicable security, privacy, and compliance principles in daily operations.
• Ensure that all department members adhere to the QMS, regulations, and established procedures.

Requirements

• A High School Diploma or GED is required, along with a minimum of one year of administrative experience, or an equivalent combination of education and experience.
• Excellent written, verbal, and interpersonal communication skills are essential for this role.
• Proficiency in Microsoft Office Suite and Adobe Products is necessary to perform various tasks effectively.
• Ability to prioritize and manage multiple responsibilities in a fast-paced environment is crucial.
• Strong organizational skills, attention to detail, and basic mathematical abilities are required.
• Must be willing and able to work on-site at the Alameda location.
• Physical capability to lift and move items weighing up to 25 pounds is necessary.
• Must be able to navigate between buildings and floors as required.
• Ability to remain stationary and use a computer or other office equipment for extended periods is expected.
• Competence in reading, writing emails, and producing documents and spreadsheets is essential.
• Must be able to move within the office to access files or supplies efficiently.
• Ability to communicate and exchange accurate information with employees on a daily basis is required.

Nice to have

• Experience in facilities management or a related field can be beneficial.
• Familiarity with project management tools or software is a plus.
• Previous experience in event planning or coordination is advantageous.
• Knowledge of safety regulations and compliance standards in a facilities context is a bonus.
• Bilingual skills can enhance communication with a diverse workforce.

Skills & tools

• Microsoft Office Suite
• Adobe Products

Practical notes

This position may involve minimal business travel, estimated at 0% to 5%. There may also be exposure to blood-borne pathogens in certain situations. Eligible employees can enjoy a comprehensive benefits package that includes medical, dental, vision, life, and accidental death & dismemberment (AD&D) insurance. Additional benefits include short and long-term disability insurance, a 401(k) plan with employer matching, paid parental leave, 11 paid holidays, a minimum of 15 days of accrued vacation (which increases with tenure), and paid sick leave.