Office Coordinator

San Jose (On-site)

We are partnered with a company that provides consulting services specializing in statistical analysis and risk management who are looking for an Office Coordinator to join their growing team.  

Undertake a variety of day-to-day office and clerical tasks, ensuring that the office operations run smoothly and are successful in supporting other business activities. The candidate should be an organized and competent professional with phenomenal communication skills. Should be comfortable communicating with people – both in English and Spanish – and able to carry out administrative duties with accuracy and speed.

Due to the nature of the duties, WFH is not applicable for this position.

Responsibilities:

• Order office and kitchen supplies such as stationery, fruit, water amongst other items
• Manage office cleaning services and deep cleaning as required
• Act as local Procurement Officer and as the primary point of contact between suppliers and the business
• Maintain and update supplier information on Vendor Tickets on Jira
• Manage relationships with vendors, service providers and landlords, ensuring that all items are invoiced and paid on time by the Finance Department
• Assisting the company’s HR function as required
• Manage internal travel arrangements for staff members, relocations, new employees from abroad or visitors such as flights, accommodation, taxis, and authorization letters while ensuring the company’s travel policy is applied
• Organize ad hoc events: welcome lunches, breakfasts, team-building events, among others
• Assist with new projects such as expansion of the office
• Decorate the office for events such as Christmas
• Support the organization of company events such as summer parties and Christmas party
• Greet & assist visitors and staff members in a positive and friendly manner
• Responsible for receiving providers/vendors
• Monthly inventories of office, facilities, HR and EHS supplies and restock
• Responsible for maintaining birthday list up to date, ordering products to vendors and delivery to employees
• Daily inspection of facilities to detect any cleaning needs, potential EHS risks, etc. focusing on immediate needs, covering tasks like restroom cleanliness, equipment functionality, safety checks, and addressing urgent maintenance issues.
• Send written communication like emails and announcements to staff as required
• Any other duties as assigned.

Qualifications:

• English Proficiency – B1
• Experience in customer service will be a plus
• Knowledge of basic bookkeeping principles and office management systems and procedures
• Outstanding knowledge of MS Office, “back-office” and accounting software
• Working knowledge of office equipment (e.g. printers, scanners)
• Excellent communication and interpersonal skills
• Organized with the ability to prioritize and multi-task
• Reliable with patience, confidentiality and professionalism
• Proven experience as Office Coordinator or similar position
• Ability to be resourceful and proactive when issues arise
• Competency in Microsoft applications including Word, Excel, and Outlook.

This is a fantastic opportunity to join a growing team. The company offers life & health insurance coverage, additional annual time off, and training sponsorship program.

If this sounds like the ideal position for you apply today with an English version of your CV!