Office Experience & Facilities Manager — Onsite, Palo Alto

ERGO NEXT Insurance; Palo Alto (CA); Presencial; USD 70.000 - 95.000; Jornada completa

Descripción de la vacante

ERGO NEXT Insurance in Palo Alto, CA seeks an Office Admin & Facilities Coordinator to manage daily operations, greet visitors, and support a range of facilities tasks. The role focuses on maintaining an organized, on-brand workspace and delivering top-notch service to employees and partners.

You will coordinate meetings, events, and vendor relationships, helping create a welcoming, efficient workplace while supporting the People & Facilities Team and site leaders.

Formación

• Associates or Bachelor's degree in hospitality, human resources, facilities, or related fields preferred.
• Minimum 2 years experience as an office admin and/or manager or similar administrative role.
• Excellent organizational and multitasking skills with strong attention to detail.
• Proficiency in Google Suite, Slack, and ticketing systems.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Problem-solving skills with a proactive and resourceful approach.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and deadlines.
• Motivated with a passion for organization and administration
• Able to interface with executive leadership and be the face of the office.
• Able to be onsite 5 days a week during core business hours.

Responsabilidades

• Oversee daily office operations to ensure efficiency, happiness, and productivity.
• Acting as the face of the office and the point of contact with building management, internal employees & cross-functional partners
• Coordinate administrative activities, including managing vendor schedules, company meetings, onsite offsites, greeting and touring visitors/candidates, etc.
• Exhibit supreme attention to detail to provide a sparkling workspace that's inviting and clean.
• Ensuring the office environment is on-brand and reflects the values of NEXT.
• Coordinate and execute engaging events like company milestones, weekly brunches, holiday parties, and surprise & delight moments.
• Maintain office supplies inventory and ensure proper stocking levels.
• Handle incoming and outgoing correspondence, including emails, Slacks, tickets, and occasional phone calls.
• Sorting, routing mail to the proper department; sometimes scanning important claims or financial related materials.
• Manage office budgets and expenses.
• Assist in People-related tasks such as tours, hosting visitors/candidates, and setting the tone to provide an uplifting office experience.
• Implement and maintain office policies and procedures to uphold organizational standards.
• Coordinate office maintenance and repairs, liaising with vendors and service providers.
• Assist in special projects as needed.
• Overseeing office moves, reshuffles, furniture placement, and upgrades to the built environment.
• Prep space as needed for specific meeting types (e.g. onsites, trainings, all-hands, partner meetings, events, etc.).

Conocimientos

Google Suite

Slack

Ticketing systems

Organizational skills

Multitasking

Strong communication

Interpersonal skills

Confidentiality

Independence and collaboration

Educación

Associate or Bachelor’s degree in hospitality, HR, facilities or related fields

Descripción del empleo

ERGO NEXT Insurance in Palo Alto, CA seeks an Office Admin & Facilities Coordinator to manage daily operations, greet visitors, and support a range of facilities tasks. The role focuses on maintaining an organized, on-brand workspace and delivering top-notch service to employees and partners.

You will coordinate meetings, events, and vendor relationships, helping create a welcoming, efficient workplace while supporting the People & Facilities Team and site leaders.