The Office Coordinator is an essential, front-line position, reporting to the Administration & Facilities Manager. This position will coordinate with property management as needed concerning safety, security, maintenance and other management concerns, secure office services and maintenance vendors, and provide general administrative support to employees in line with the Company’s vision for the office work environment. To be successful, the Office Coordinator will be a welcoming representative of the Company, engage in community outreach and keep appraised of local events, assist with office meetings and events, ensure the cleanliness and operation of the kitchen, and other shared office amenities and equipment, and effectively manage kitchen and supply room inventories.
Reception – Answer, filter and prioritize phone calls and emails, welcome and manage guests in a timely manner, manage incoming and outgoing mail and deliveries. Manage the Oakland office email notifications. Assist in-house tenant with questions regarding space, service needs, guests, and shipments/mail to promote good neighborly relationship.
Facilities & Office Coordination – Assist the building’s property management and the Administration & Facilities Manager, as appropriate, regarding matters of safety, security and access, construction and/or tenant improvements. Assist the Administration and Facilities Manager to coordinate vendors and subcontractors for maintenance and repair services for appliances, copiers, furniture, and the like to ensure a functional, efficient, and aesthetic work environment. Provide performance feedback on level of service and make recommendations for competitive, quality service providers.
Community Outreach & Employee Engagement – Seek out information on local events and issues that may affect employees, forge relationships with local vendors and venues for hosting events, plan and coordinate small, in-house gatherings that encourage employee engagement and well-being.
Budget Management and Reporting – Track kitchen and copy room supply order costs and submit monthly report to the Administration & Facilities Manager. Make recommendations for cost saving measures and when budget adjustments may be necessary due to changing trends in office staffing and cost of supplies.
Document Management & Process Control – Maintain oversight of the Front Desk reference binder to ensure information and processes for managing office services and reception are kept current. Organize and file documentation, manually and electronically, as applicable. Make recommendations for process improvements when needed.
Meeting & Event Preparation – Support Executive Assistants, Corporate Events Manager and the Learning and Development teams as needed to schedule conference rooms, set-up & clean-up of conference rooms, office space and kitchen, coordinate catering, and provide appropriate supplies.
Safety – Coordinate with the Property Management and XL Construction to ensure compliance with current practices for emergency evacuation and safety policies. Act as Safety Lead for the Oakland office.
General Administration and Office Support – Provide general administrative assistance to support the Executive Assistants and employees as requested. Maintain stocks and overall tidiness of the office space, kitchen and supply rooms and other office support as needed.
Position Location: Oakland, CAWe are an Equal Opportunity Employer (EOE AA M/F Vet/Disability)
To all recruitment agencies: XL Construction does not accept agency resumes. Please do not forward resumes to our job alias, XL Construction employees or any other company location. XL Construction is not responsible for any fees related to unsolicited resumes.
Job Type: Full-time