Workplace Coordinator/Office Assistant

Our top financial client is seeking a superstar Workplace Coordinator/Office Assistant to join their team in San Francisco!

The Workplace Coordinator is the first impression of the office, greeting visitors and employees with a friendly and cheerful demeanor. Success in this position comes with the ability to multitask between several administrative projects while maintaining a positive attitude. The Workplace Coordinator takes ownership of the front of house to proactively improve office processes and procedures while helping support a dynamic office culture. This position requires a magnetic personality and the ability to drive support within a growing company through a blend of culture, administration, operations and special projects.

* Oversee ordering, stocking, and inventory of the office's fully-stocked kitchen and office supplies through vendors like Amazon, Costco, Staples, and others.

* Staff and fulfill front desk reception duties including being on time to work to open up office functions (visitor management system, stock rooms, starting coffee, etc)

* Create a warm, welcoming and professional atmosphere in the office.

* Provide day-to-day office support including employee/visitor management, food service for special events, conference room scheduling and set-up, troubleshoot office equipment, oversee incoming/outgoing mail, provide runner service as needed, and assist with any building and security requests.

* Set-up and take-down of office meetings and other special events as needed.

* Keep the office looking organized and clean throughout the day, coordinate with janitorial staff or day porter as needed to ensure office cleanliness.

* Be a strong partner to team members as well as other functions like People, IT, and Corporate Real Estate to ensure the office is set up and run in a manner consistent with the client's culture and values.

* Partner closely with the recruiting team to facilitate candidates through the onsite interview process, acting as the liaison between candidates and interviewers.

* Process new hire administrative tasks in the relevant systems.

* Provide hospitality services to interview candidates to ensure their interview day experience is seamless.

* Schedule conference rooms as needed for onsite interviews and help the EA or recruiting team with conference room bookings as needed.

* Responsible for new hire desk set-ups (and resets) across the office, ensuring Day 1 swag and desk is cleaned and prepared for a great first impression. Coordinate with IT to ensure all equipment is on the desk prior to Day 1.

* Work with other Workplace Coordinators across the portfolio to help organize and engage the office for community and employee engagement activities.

* Integrate new employees with necessary equipment, information, and company SWAG to ensure they have a welcoming first impression experience with the Employee Experience Programming.

* Partner with the Employee Experience team to implement "Think Globally, Act Locally" engagement initiatives that drive employee participation and the workplace experience.

* Creatively lead engagement and morale events and programs (in alignment with other sites) including corporate milestones, holiday celebrations, wellness initiatives, birthday and anniversary programs, etc.

* Be an operational lead for cultural diversity and inclusion initiatives including coordination with ERG/Circles.

* Represent the client in the community such as participation in local volunteer or give-back activities.

* Take initiative to develop rapport and relationships with Business Units, on-site leadership, and understand how the Workplace Coordinator position can support team goals and employee experience in the office.

* Help support sitewide and/or team specific initiatives.

* Draft and issue regular site updates and communications to drive participation in initiatives (via Slack, email, newsletters, wallboards), help be the voice of the office.

* High school diploma or GED required, degree preferred.

* 2 years of professional work experience in a professional office or facilities management role; experience in a startup environment is a plus.

* Ability to thrive in a fast-paced and exciting environment.

* Passionate about building and sustaining team culture.

* Demonstrated passion and ability to multitask.

* Excellent interpersonal and team building skills.

* Extreme attention to detail.

* Stellar verbal and written communication skills.

* Experience in Google Suite spreadsheets, expense, billing, and other office software.

* Ability to learn new technical tools quickly.

* Experience working with all levels of management, employees, vendors and customers.

* Strong organizational skills, detail-oriented, and ability to handle multiple and ever-changing priorities in fast-paced office environment.

* Laugh and have fun while being productive.

* Proven record of going the extra mile for your colleagues.

* Must be able to lift 25+ pounds on a regular basis.

This job operates in a professional office environment. This role routinely uses standard office equipment. This is a full-time position and hours of work and days are Monday through Friday, between 8:00 a.m. to 5:00 p.m. Occasional evening and weekend work may be required as job duties demand.