Workplace Service Coordinator

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Job description

PLEASE DO NOT SUBMIT OVER 40.53/HR
(MSP FEE ALREADY DEDUCTED)


Project Code: N/A
Please confirm if you have edited/modified the job template rate card within Fieldglass:No
Have you found a worker for this requisition? No
Have you worked with a supplier on this requisition? No
Do you have COUPA access? Yes
Would you like a supplier call?:
I would like to OPT OUT of a supplier call
Will you schedule your own interviews in Fieldglass or would you like to opt-in for StaffUp support with scheduling? (Interview instruction guide): I would like to OPT-In for StaffUP support with scheduling
Aside from the job description, can you provide an overview of what a day for this contractor will look like? Candidate will be greeting and checking in guests, assigning temporary & vendor badges, accepting and logging deliveries (packages/mail/food), monitoring slack social channels for anything facilities/site related, etc
Please rank your preferred top skill sets:
Must have skills:NA
Teachable skills:NA
Optional skills:NA
3. How quickly are you looking to interview/hire? Interview ASAP and hire by November 1, 2024
4. I understand this is approximately a 11/01/2024 to 04/30/2025 contract. Any possibility of extension or going perm? Not at the moment
5. This role is located in Palo Alto, CA.
Can this position be fully remote? No
Does this worker need to by any hubs? (If so, provide onsite address and how many days per week) 181 Lytton Ave. Palo Alto,CA.- 5 days a week
If the role requires the worker to be onsite? (If so, provide onsite address and how many days per week) 181 Lytton Ave. Palo Alto,CA.- 5 days a week
6. Any specific time zones this candidate will need to work to accommodate? PST
7. How many interview rounds and will there be any assessments? (Please Note: Please try to condense multiple round interviews to panels to ensure candidates are still available) 1 round will suffice
8. Any other critical details to note for our suppliers? 3 team members total, this is an entry level role and the candidate would just need to have a customer service background.


Job Description
Job Title: Temporary Workplace Services Coordinator
Planned Contract Duration: 6 months (possible extension if business needs arise)
Location: Palo Alto, CA
Job Summary:
The Temporary Workplace Services Coordinator will support the office by managing front desk operations, assisting with employee inquiries, coordinating meeting space bookings, handling mail services, and responding to facilities concerns. This role is essential in maintaining a positive and efficient workplace experience for all employees and visitors during the contract period. This position reports to the Workplace Services Supervisor.
Key Responsibilities:
- Front Desk Operations:
- Greet and assist visitors and employees at the WOur Companyome Desk.
- Ensure a professional and friendly atmosphere.
- Manage visitor sign-in and security protocols.
- Employee Services:
- Address and resolve employee inquiries related to office services.
- Provide information and support regarding office policies and procedures.
- Log employee requests via a ticketing system.
- Meeting Space Coordination:
- Assist employees with booking and managing meeting spaces.
- Audit meeting room bookings using Google Calendar and make adjustments as needed.
- Ensure meeting rooms are well-maintained and equipped with necessary supplies.
- Mail Services:
- Oversee incoming and outgoing mail and package deliveries.
- Ensure timely distribution of mail to employees.
- Facilities Support:
- Respond to and resolve facilities-related issues and concerns.
- Log tickets to record all facilities concerns.
- Coordinate with facilities management and vendors for maintenance and repairs.
- Additional Tasks:
- Perform other duties as assigned to support office operations and ensure a smooth workplace environment.
Qualifications:
- Proven experience in office administration or a similar role. 2-3 years of experience.
- Excellent interpersonal and communication skills.
- Strong organizational and multitasking abilities.
- Proficiency in using office management software and tools.
- Ability to handle sensitive information with confidentiality.
- Customer service-oriented mindset.
- Proficiency in using productivity programs such as Google Docs, Sheets, Slides, Calendar, etc.
- Experience with service ticketing programs or other productivity tracking programs.

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