Facilities Admin Support I

About the role

The Facilities Administrative Support I is responsible for coordinating the day-to-day functions such as supply oversight, complex filing, event and meeting planning, coordinating calendars and accommodations, and overall office support. Provides administrative support to other departments as needed.

Responsibilities

• Assist Facilities and Unified Communications with event planning and meeting support, this includes coordinating set-up, event tear-down, and clean-up
• Cook up orders, inventory and distribution of office supplies, janitorial supplies, coffee, tea, and related supplies as it relates to the needs of Site Services, events, and meeting support
• Cook up arranging off-site visits for staff, often located outside main Alameda campus by identifying clients’ requirements and expectations for each event/visit
• Support various Facilities teams (such as Technicians, Project Staff, General Office Staff, Unified Communications, Equipment Maintenance, EH&S, Security, Fitness Center, etc.)
• Order and set up purchase orders for other items, such as office furniture, conference room items, production related special requests, etc., as needed. This includes working with any suppliers, caterers, etc. on any on-site logistics and equipment needs
• Anticipate needs of users and making preparations against any potential risks
• Maintain and execute Essential Certificate coordination for vendors that come on-site
• Assist with oversight of accommodation for employees visiting from out of town
• Coordinate with departments for onboarding and desk set up for new hires
• Organize, oversee file restructure, and maintain physical and electronic facilities files such as contracts, certificate of insurance, agreements, statements of work, etc.
• Provide administrative support for other departments as requested

Qualifications

• Minimum education and experience: High School or GED with 1+ years of increasingly responsible administrative experience, or an equivalent combination of education and experience
• Additional qualifications: Excellent written, verbal, and interpersonal skills are required High level of proficiency with Microsoft Office tools and Adobe Products Ability to prioritize assignments in a fast-paced multi-task environment Organized, detail-oriented, and proficient in mathematics Strong oral, written, and interpersonal communication skills