Office Administrator

Job Description:

Summary:
We are a fast-growing, innovative technology company in Silicon Valley, looking for a highly organized and experienced Office Administrator to join our team. This role is perfect for a professional with a background in office administration, facilities management, and vendor coordination who is passionate about fostering an efficient and productive work environment. As an integral part of our team, you will oversee daily operations, including managing office supplies, coordination with vendors, planning events, and providing administrative support to senior executives.


Responsibilities:
Office & Facilities Management: Manage office supplies and break room inventory. Oversee office operations and ensure a clean, organized, and safe work environment. Handle shipping and receiving duties (FedEx, USPS, etc.) and maintain accurate logs.
Vendor Management: Serve as the primary point of contact for building management, overseeing badge access management and coordinating any facility-related issues (e.g., repairs, maintenance). Manage purchasing and distribution of IT equipment and supplies as needed, ensuring all office technology and supplies are up to date.
Event Coordination: Plan and coordinate company events, meetings, conferences, and other office activities.
Executive Assistance: Provide administrative support to C-suite executives (CTO, CAO, CPO) as required, including calendar management, travel coordination, and meeting preparation. Prepare and process expense reports and manage credit card reconciliation.
Customer Service & Communication: Provide exceptional customer service to staff, clients, and visitors, creating a positive and professional experience, and ensuring a seamless communication between departments and executives.
General Administration: Assist with preparing paperwork, setting up systems for new hires, organizing orientation and welcome kits (including laptops, badges, and company swag), maintaining internal records and databases with accuracy and confidentiality. Support the scheduling and setup of HR events and training sessions. Manage HR inventory, and assist with onboarding, offboarding, filing, and general administrative or office-related tasks for the HR team as needed


Requirements:
1-2+ years of experience in office administration, facilities management, or related fields, preferably in tech start-ups or fast-paced corporate environments.
Background in managing office security systems and vendor relationships.
Demonstrated proficiency in office software tools, including Microsoft Office Suite, Google Workspace, Slack, and other internal applications.
Experience with credit card reconciliation and expense management.
Strong sense of discretion and confidentiality when dealing with sensitive information.
Bachelor's degree or equivalent work experience and skills will be considered.


Location: Mountain View, CA (onsite 5 days/week)
Type: Full-time
Salary: $65k-$75k (DOE)


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Contact Information:
Diane Chen
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