Part-Time Office Coordinator

About the role

HireArt is helping a fast-growing financial software startup hire a part-time Office Coordinator to serve as the first point of contact for employees, guests, and candidates while helping create an exceptional workplace experience.

Responsibilities

• Provide front desk reception support and assist with day-to-day office operations, ensuring the office remains organized, welcoming, and running smoothly during your scheduled hours.
• Manage front desk operations and portions of office operations and vendor relationships, with support from the manager.
• Own Envoy guest management system and integrate updates into guest/candidate workflow.
• Coverage for our Santa Clara office on an as needed basis.
• Navigate employee requests, questions, and complaints in a timely and accurate manner with little manager oversight.
• Coordinate with the Onboarding Team for upcoming new hires.
• Prepare desks for new hires and remove personal belongings for any terminations.
• Add/delete/change users and keycards for control access system.
• Partner with the building management team to: Communicate new keycards requests to, and update employee information with, property management. Submit service and maintenance requests through a service desk portal. Communicate building events and activities to employee population.
• Gather and hand out approved branded merchandise requests, as necessary.
• Collect all mail/packages and alert employees of parcels available for pick-up.
• Work with our snack & beverage vendor to ensure kitchen pantries are stocked and well maintained.
• Successfully complete opening and closing tasks throughout the office.
• Re-stock restroom and printing station supplies, as necessary.
• Assist with other tasks, as necessary.

Requirements

• 3+ years of experience in office coordination, management, administration, or similar
• Exceptional written, verbal, and interpersonal communication
• Proactive, adaptable, and resourceful
• Highly organized and attentive to detail
• Strong project management skills
• Able to collaborate effectively with diverse teams
• Proficiency with Zoom, Slack, and Google Workspace is required