Site/Facilities Administrator

VIVA; Livermore (CA); On-site; USD 52,000 - 68,000; Full time

Benefits offered by this job

Onsite work

Regular hours

Job summary

VIVA USA Inc. in Livermore, CA is seeking a Site/Facilities Administrator to oversee daily office operations and provide comprehensive site support.

This highly visible, people-facing role requires proactive relationship-building with employees, visitors, and leadership. You will manage meeting logistics, coordinate supplies and inventory, prepare internal communications, and plan employee engagement events to strengthen organizational culture.

Qualifications

• Detail-oriented and highly organized with strong follow-through.
• Ability to manage multiple priorities and maintain smooth office operations independently.
• Strong written and verbal communication skills.

Responsibilities

• Oversee daily office operations to ensure an organized, efficient, and professional work environment.
• Serve as a primary point of contact for employees, visitors, and vendors, fostering a welcoming and engaging office culture.
• Actively engage with employees across the site, supporting a highly interactive, social office environment.
• Lead, plan, and execute employee engagement initiatives and site events to support organizational culture.
• Track, manage, and prioritize incoming requests, ensuring timely follow-up and resolution.
• Compose, edit, and prepare professional correspondence and internal communications.
• Manage meeting logistics for conference rooms, including scheduling, room coordination, and meeting support.
• Greet and direct visitors/candidates while maintaining a welcoming and professional office atmosphere.
• Maintain office supplies, equipment, and inventory, ensuring availability and cost efficiency.
• Support internal teams with administrative coordination and special assignments.

Skills

Detail-oriented

Multitasking

Communication

Job description

Site/Facilities Administrator

This position provides comprehensive office management and site support. The role requires a highly organized, detail-oriented professional who can manage multiple priorities, drive day-to-day operations, and ensure a well-functioning, people-focused workplace environment with minimal supervision. This is a highly visible, people-facing role that requires frequent interaction, relationship-building, and active engagement with employees, visitors, and leadership.

Key Responsibilities

• Oversee daily office operations to ensure an organized, efficient, and professional work environment
• Serve as a primary point of contact for employees, visitors, and vendors, fostering a welcoming and engaging office culture
• Actively engage with employees across the site, supporting a highly interactive, social office environment
• Lead, plan, and execute employee engagement initiatives and site events to support organizational culture
• Track, manage, and prioritize incoming requests, ensuring timely follow-up and resolution
• Compose, edit, and prepare professional correspondence and internal communications
• Manage meeting logistics for conference rooms, including scheduling, room coordination, and meeting support
• Greet and direct visitors/candidates while maintaining a welcoming and professional office atmosphere
• Maintain office supplies, equipment, and inventory, ensuring availability and cost efficiency
• Support internal teams with administrative coordination and special assignments

Required Skills & Qualifications

• Highly detail-oriented and exceptionally well-organized with strong follow-through
• Proven ability to manage multiple priorities and maintain smooth office operations independently
• Strong written and verbal communication skills

Preferred Skills

• Experience in event planning and site employee engagement

Preferred Attributes

• Proactive, self-starter (“go-getter”) mindset
• Strong problem-solving and critical-thinking abilities
• Ability to anticipate needs and take initiative
• Professional demeanor with excellent interpersonal, customer service, and social engagement skills

Notes

• 100% Onsite
• Hours: Monday-Friday 8:00am-5:00pm

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status