Administrative Coordinator (Contract)

About the role

This is an onsite Contract Position. We are seeking a detail-oriented and organized Facilities Coordinator/Receptionist to manage the office's day-to-day facilities operations while serving as the first point of contact for visitors and clients. The role requires a professional individual who can multitask effectively, handle a wide range of administrative and facilities-related tasks, and maintain a welcoming environment. Physical demands include the ability to lift up to 33 pounds, comfort with standing or walking for extended periods, and 4 to 6 hours per day at a computer screen/keyboard.

Responsibilities

• Regular attendance is important to achieve overall company / department goals and is a requirement of this position.
• Ensure reception area is tidy and presentable.
• Oversee daily operations of office facilities, ensuring the office is well-maintained and in good working order.
• Greet and welcome visitors, directing them to the appropriate person or meeting area.
• Ensure that security protocols are followed, including issuing visitor badges and coordinating with security personnel when necessary.
• Provide basic and accurate information in-person and via phone / email / Teams.
• Manage incoming and outgoing mail, packages, and deliveries.
• Monitor and manage office supplies, including ordering and inventory control.
• Assist with coordinating meetings, including furniture setup, and layout adjustments.
• Build and maintain relationships with vendors, coordinating routine maintenance, repairs, and improvements with external vendors and contractors.
• Seating management including documentation of seating charts, coordinating moves with managers and ensuring seating is established for new hires.
• Draft and distribute internal communications related to facilities updates, office closures, or other relevant announcements.
• Assist in monitoring and managing the facilities budget, including tracking expenditures and identifying cost-saving opportunities.
• General knowledge of the company’s policies, procedures, and best known methods.
• Participate as support staff for company events and functions.
• Liaise with the on-site catering company / café staff, dealing with queries and issues as necessary.
• Receives emergency procedure training including first aid, CPR and use of an AED machine.
• Liaise with property management to comply with building requirements and processes.
• Perform other duties as required.

Qualifications

• High School diploma or equivalent required.
• Strong organizational and multitasking skills, with the ability to prioritize tasks efficiently.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle confidential information with discretion.
• A proactive approach to problem-solving and a keen attention to detail.
• SAP Ariba experience a plus.
• Monday.com experience a plus.
• Spanish- and/or Japanese- language skills a plus.

Schedule

Schedule is 8am-5pm Monday-Friday. After hours meeting support may be required with advance notice. This role is 100% in person at our Austin Headquarters location.