Facilities Admin Support I

Penumbra, Inc.; Alameda (CA); On-site; USD 30,307 - 46,838; Full time

Benefits offered by this job

Medical benefits

Dental benefits

401(k) retirement plan

Paid parental leave

Vacation and sick time

Job summary

Penumbra, Inc. is seeking an Facilities Administrative Support I to coordinate day-to-day functions, oversee supplies, and plan events at the Alameda campus. The role requires independent judgment with minimal instruction, supporting multiple departments as needed.

Responsibilities include coordinating meetings, managing vendor relationships, and maintaining facilities records. The position emphasizes adherence to QMS and safety standards, with on-site work and occasional travel.

Qualifications

• High School diploma or GED with 1+ years of administrative experience.
• Excellent written, verbal, and interpersonal skills.
• Proficiency with Microsoft Office and Adobe products.
• Ability to prioritize assignments in a fast-paced multi-task environment.

Responsibilities

• Assist Facilities and Unified Communications with event planning and meeting support.
• Coordinate orders, inventory and distribution of office supplies.
• Arrange off-site visits for staff by identifying client requirements and expectations.
• Support Facilities teams across multiple functions (Technicians, Project Staff, etc.).
• Process purchase orders with suppliers and vendors for on-site logistics and equipment needs.
• Assist in onboarding and desk setup for new hires.

Skills

Interpersonal skills

Office software proficiency

Attention to detail

Education

High School diploma or GED

Tools

Microsoft Office

Adobe Products

Job description

General Summary

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. Having the knowledge and skills to be able to use your own judgement and be able to receive minimal instruction will be essential to complete daily work.

Specific Duties and Responsibilities

• Assist Facilities and Unified Communications with event planning and meeting support, including coordinating set‑up, event tear‑down, and clean‑up.
• Coordinate orders, inventory and distribution of office supplies, janitorial supplies, coffee, tea, and related supplies as they relate to the needs of Site Services, events, and meeting support.
• Coordinate arranging off‑site visits for staff, often located outside the main Alameda campus, by identifying client 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 suppliers, caterers, and other vendors for on‑site logistics and equipment needs.
• Anticipate user needs and make 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.
• Assist in coordination with departments for onboarding and desk set‑up for new hires.
• Organize, oversee file restructuring, and maintain physical and electronic facilities files such as contracts, certificates of insurance, agreements, statements of work, etc.
• Provide administrative support for other departments as requested.
• Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures.
• Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company.
• Ensure other members of the department follow the QMS, regulations, standards, and procedures.
• Perform other work‑related duties as assigned.

Position 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.

Working Conditions

• General office, laboratory, and cleanroom environments.
• Willingness and ability to work on site; may have business travel from 0% – 5%.
• Requires some lifting and moving of up to 25 pounds.
• Potential exposure to blood‑borne pathogens.
• Must be able to move between buildings and floors.
• Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day.
• Must be able to read, prepare emails, and produce documents and spreadsheets.
• Must be able to move within the office and access file cabinets or supplies, as needed.
• Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.

Base Pay Range Per Hour

$22.00 – $34.00

Individual compensation will vary based on factors such as qualifications, skill level, competencies, work location and shift, and will increase over time based on meeting performance and business needs.

What We Offer

• A collaborative teamwork environment where learning is constant, and performance is rewarded.
• The opportunity to be part of the team that is revolutionizing the treatment of some of the world’s most devastating diseases.
• A generous benefits package for eligible employees that includes medical, dental, vision, life, AD&D, short and long‑term disability insurance, 401(k) with employer match, paid parental leave, eleven paid company holidays per year, a minimum of fifteen days of accrued vacation per year, which increases with tenure, and paid sick time in compliance with applicable law(s).

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability, military or veteran status, or any other characteristic protected by federal, state, or local laws.

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