Office Admin Support

Summary

As the Site Office Administrator supporting our San Jose office, you will serve as the operational backbone of the site. This highly visible role is ideal for someone who thrives in a fast-paced environment and enjoys wearing multiple hats.

You will oversee day-to-day office operations, coordinate cross-functional needs, and help cultivate an energizing, well-run workplace experience. From managing vendors and office logistics to supporting administrative and project-based initiatives, you will play a critical role in keeping the team focused, organized, and moving forward.

This position is well-suited for a proactive self-starter who is comfortable shifting between strategic support and hands-on execution. The ideal candidate takes pride in building structure within a growing environment and ensuring operational excellence across the office.

Detailed Description

Performs tasks such as, but not limited to, the following:

• Oversee daily office operations, ensuring all workplace systems and processes function
  efficiently.

• Manage purchasing, and process expense reports.

• Handle conference room bookings and monitor companywide conference room
  calendar.

• Coordinate lunch orders and other logistical needs for meetings.

• Maintain conference rooms to ensure they remain organized, presentable, and
  fully stocked.

• Provide ongoing support to onsite team members across departments.

• Maintain office supplies and equipment.

• Support the planning and execution of meetings, events, and staff activities.

• Facilitate employee onboarding and assist with HR related activities.

• Oversee desk assignments and newhire preparation.

• Serve as the primary contact with property management and external vendors.

• Collaborate with Health & Safety to ensure office compliance with all applicable
  standards.

• Coordinate incoming and outgoing correspondence, including email, mail, and general
  communications.

• Support ad hoc site projects as assigned.

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Knowledge/Skills/Competencies

• Knowledge of computer applications and the ability to accurately perform tasks using Google and Microsoft Suite.

• Knowledge of and ability to operate routine office equipment

• Able to prioritize and complete multiple tasks accurately and on time in a fast-paced environment

• Ability to communicate effectively, both verbally and in writing, ith a wide variety of internal and external customers.

• Ability to manage sensitive department and employee information in a confidential manner

Physical Demands

• Duties of this position are generally performed in a normal office environment.

• Duties may require extended periods of sitting and sustained visual concentration on a computer monitor or on numbers and other detailed data. 

• Repetitive manual movements (e.g., data entry, using a computer mouse, using a calculator, etc.) are frequently required.

Typical Experience

• Four to six years’ relevant experience.

Typical Education

• Bachelor's degree in related field, or consideration of an equivalent combination of education and experience.
• Educational requirements may vary by geography.

Notes

This job description is not intended to be an exhaustive list of all duties and responsibilities of the position. Employees are held accountable for all duties of the job. Job duties and the % of time identified for any function are subject to change at any time.