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Specialist, Office Operations

Human Resources | San Francisco, CA | Full Time

Job Description

The Specialist, Office Operations is responsible for providing administrative support and coordinating organizational activities necessary to create and maintain a productive and engaging office environment.  The Specialist, Office Operations reports to the Vice President of People & Organizational Strategy, serves as a key support to the Executive Leadership Team and is a strong cross functional partner to the People and IT teams.   

Principle Accountabilities: 

  • Act as primary office receptionist, welcoming guests, clients and vendors, directing them to the appropriate team member
  • Act as the primary point of contact for the building management, ensuring we are consistently up to date on all required tenant obligations
  • Responsible for keeping inventory of all office supplies and placing orders for replenishment as needed
  • Ensures all office equipment and appliances are in working order and coordinates the regular service of and repair or replacement of equipment as needed
  • Responsible for resolving office administrative concerns and responding to general employee questions regarding office and building
  • Responsible for the coordination and distribution of ingoing and outgoing company mail, to include the sorting and distribution of mail and preparing outgoing mail/packages to be sent
  • Create and maintain effective office organizational and storage systems
  • Perform work related errands as requested such as going to the post office and store
  • Create processes to keep office area tidy and maintain office common areas
  • Performs general administrative duties to include but not limited to: photocopying, scanning and filing
  • Create and maintains databases such as employee seating, contact lists, etc. 
  • Assist with event planning and implementation
  • Order food and supplies for company meetings and events
  • Assist with coordination and set up of company meetings and events
  • Organize travel arrangements and complete expense reports for executive leadership team
  • Co-ordinate and organize appointments and meetings for executive leadership team and companywide events
  • Prepare meeting materials and assists with the development of PowerPoint presentations
  • Record minutes at various meetings and archive them accordingly

Required Skills & Experience: 

  • work management and prioritizing skills
  • problem solving ability
  • attention to detail
  • Strong organizational skills
  • Excel skills
  • write clearly and be proficient with word processing applications.
  • A pleasing personality with strong communication skills is also highly valued.
  • previous office experience may be requested but this can also be entry level position
  • competent computer skills including MS Office or equivalent
  • internet skills including use of e-mails, group messaging and data collection

Physical Requirements: 

  • Must be able to perform essential functions (with or without an accommodation) without posing a "direct threat" to the health and safety to self or others.
  • The Company reserves the right to alter, change, abolish and even combine jobs depending upon changing conditions.

No recruitment agencies, please.