Workplace Coordinator

Dali & Associates Recruiting; Menlo Park (CA); Hybrid; USD 75,000 - 100,000; Full time

Job summary

Dali & Associates Recruiting is seeking a Workplace Coordinator for a global investment firm in Menlo Park, CA. The role is hybrid with three days onsite weekly and focuses on managing vendors, supplies, mail, conferences, and events to keep the office running smoothly.

You will coordinate with the landlord, oversee facility services, and support teams with administrative tasks while delivering a welcoming, high-touch office environment.

Qualifications

• 3+ years' of similar experience.
• Proficient in MS Office (Outlook, Excel, Word, and PowerPoint).
• Excellent oral and written communication skills.
• Mandarin or Cantonese speaking helpful but not required.
• Attention to detail and follow through.
• Able to prioritize tasks and manage multiple projects on a tight deliverable schedule.
• Able to work well in collaborative, fast-paced environment (may need to wear many hats as needed).
• No job is too small attitude.
• Fast learner and be able to work independently

Responsibilities

• Oversee relationships with office service vendors and updates as requested.
• Track and manage office supplies and inventory.
• Maintain and manage company storage at two locations.
• Primary contact with the landlord and handle internal/external communications and facility issues.
• Ensure office facilities are well-maintained and run smoothly.
• Assist in reporting and optimizing office-related procedures.
• Manage and support staff events and provide logistical support for marketing events.
• Distribute mail and packages promptly and handle scanning/shipping requests.
• Manage conference rooms and guest visits, including setup, breakdown, and catering.
• Conduct office walkthroughs to maintain a polished, professional environment.
• Administer building access cards and oversee security protocols.
• Monitor and replenish office supplies as needed.
• Order office groceries and lunches as required.
• Set up and break down lunch areas if needed.
• Conduct and report on office-related market research.
• Support other teams with office-related administrative requests and backup ESAs

Skills

MS Office

Excellent communication

Multitask / Prioritize

Mandarin/Cantonese helpful

Tools

Microsoft Office Suite (Outlook, Excel, Word, PowerPoint)

Job description

Workplace Coordinator for global investment firm in Menlo Park, CA

(Hybrid with 3 days onsite per week)

Essential Duties and Responsibilities:

• Oversee relationships with office service vendors and make updates as requested (e.g., ATT, Verizon, travel agents, IT services, shredding, printers, business cards, etc.).
• Track and manage office supplies and inventory.
• Maintain and manage company storage at two locations.
• Act as the primary point of contact with the landlord, handling both internal/external communications, and solving facility-related issues.
• Ensure office facilities are well-maintained and operate smoothly.
• Assist in reporting and optimizing office-related procedures.
• Manage and support staff events and provide logistical support for marketing events.
• Distribute mail and packages promptly and handle scanning/shipping requests.
• Manage conference rooms and guest visits, ensuring a high touch, welcoming experience, including meeting setup and breakdown, and catering.
• Conduct office walkthroughs to maintain a polished, professional work environment.
• Administer building access cards and oversee security protocols.
• Monitor and replenish office supplies as needed.
• Order office groceries and lunches as required.
• Set up and break down lunch areas if needed.
• Conduct and report on office-related market research
• Support other teams with office-related administrative requests
• Perform other duties as requested or assigned including backing up executive assistant

Qualifications/Experience:

• 3+ years' of similar experience.
• Proficient in MS Office (Outlook, Excel, Word, and PowerPoint).
• Excellent oral and written communication skills.
• Mandarin or Cantonese speaking helpful but not required.
• Attention to detail and follow through.
• Able to prioritize tasks and manage multiple projects on a tight deliverable schedule.
• Able to work well in collaborative, fast-paced environment (may need to wear many hats as needed).
• "No job is too small" attitude.
• Fast learner and be able to work independently

Education:

Hours: full-time 40 hours per week (Regular hours 8 hours a day, 3 days onsite per week). Must be flexible with days onsite.

Salary range $75-100,000 per year depending on experience