Job Description

Front Office Assistant

Mountain View, CA 94040 (*Local candidate only. Onsite )

$30hr ( Weekly pay)

Part-time: M-F 7:30am-12:30pm (25hrs a week)

1 yr contract (Excellent potential for extension)

Our client is a thriving educational tech company that envisions a world where anyone, anywhere can transform their life by accessing the world’s best learning experience. Their mission and vision unite their team; above all, they share a common passion for ambitious goals. They are also a strong, fun-loving community that shares meals, music, volunteering, sports, and more!

Job Description:

In this role, you will be the first point of contact for visitors at the front desk and integral to creating a welcoming and efficient office atmosphere. Your duties will cover a range of areas including liaising with building maintenance and security, managing employee badging, assisting with event setups, and handling mail sorting and forwarding for various departments. The ideal candidate will be organized, proactive, and possess excellent communication skills.

Key Responsibilities:

Reception and Front Desk Management

• Greet visitors and employees professionally and courteously.
• Manage incoming calls (very few a week) and direct them to the appropriate personnel or department.
• Maintain the front desk area, ensuring it is clean and welcoming.

Facilities & Vendor Management

• Oversee daily building operations at HQ.
• Oversee tasks and address building-related issues with maintenance, security and property management.
• Manage procurement of office and kitchen supplies.
• Handle the creation and deactivation of employee badges.
• Act as the point of contact for security alarms and alerts.

Shipping and Receiving

• Organize and categorize incoming mail efficiently.
• Utilize package scanning to notify employees of deliveries.
• Manage the rerouting of packages and important documents.

Administrative Support

• Scan and digitally upload mail for specific departments. (NDA required)
• Handle time-sensitive documents and invoices.
• Assist Finance with check deposits.
• Monitor and respond to messages in the #campusmountainview Slack channel.
• Analyze and maintain daily and weekly reports from ;our ticket tracking system and desk reservation software,

Event Management

Under the direction of our West Coast Events Coordinator

• Occasionally be available to come in early or stay late to assist with setup and breakdown of office events.
• Act as additional guidance and support to event attendees on event days.
• Collaborate with vendors and caterers.
• Conduct pre- and post-event walkthroughs with the event Point of Contact (POC).

Qualifications:

• High school diploma or equivalent.
• 2+yrs experience in a front desk, Mailroom, administrative, office assistant, or facilities management role.
• Must be comfortable being the face of the company; sitting at the front desk and greeting guests
• Requires being personable and friendly with staff and guests
• Must have ability or experience to handle highly sensitive information with high discretion; very capable of keeping confidentiality due opening mail from legal and finance teams( may requires to sign NDA)
• Able to open and scan mail, digitally upload mail for specific depts and forward them to the recipients in different states.
• Some understanding with supporting events ( speaking with vendors and caterers and moving chairs around. assist with setup and breakdown of office events).
• Occasionally be available to come in early or stay late to assist with setup and breakdown of office events. Hours would still be 5hrs a day)
• Experience with manage and provide badging for guests and employees
• Proficiency in Microsoft Office Suite, Google Drive and Slack or similar chats
• Physically capable of lifting up to 40 lbs and moving furniture for events set-up.
• Bonus: Working for a legal dept or a role that required handling very sensitive information.
• Bonus: Experience with ServiceNow ticketing
• Bonus: Experience with shipping to FedEx and rerouting of packages.
• Excellent communication and interpersonal skills.

.

Job Tags

Similar Jobs