Office Coordinator in San Diego at Vaco

Date Posted: 1/27/2020

Job Snapshot

  • Employee Type:
    Full-Time
  • Location:
    San Diego
  • Job Type:
  • Experience:
    At least 5 year(s)
  • Date Posted:
    1/27/2020
  • Job ID:
    OFFIC99134

Job Description

Essential Duties and Responsibilities:

  • Responsible for opening and closing the on-site office
  • Greet and direct guests accordingly, and act as first point of contact for the office
  • Order and maintain inventory of all office supplies, printers, and office snacks/beverages
  • Manage and distribute all mail/packages daily and coordinating all outgoing mail needs including preparing FedEx packages
  • Act as emergency administrator for the office, including, emergency backpacks, monthly emergency checklists and maintaining resource forms
  • Answer telephones during business hours
  • Maintain cleanliness and organization of the office, ensure conference spaces are clean and ready for meetings
  • Coordinate all catering needs, order food for lunches, meetings, birthdays, etc.
  • Manage conference space bookings for tenant event space through AsureSpace platform.
  • Assist with assigning and tracking work orders
  • Send out tenant notices
  • Assist with document reproduction
  • Set up and maintain tenant card access for common area spaces
  • Provide general support to other operating divisions of the company as needed
  • Perform ad-hoc assignments, as needed

Qualifications and Experience:

  • Bachelor's degree required
  • Minimum five years of administrative office experience, ideally supporting a science and/or tech-related, collaborative corporate environment
  • Thorough knowledge of all general office practices, protocols and procedures required
  • Superb organizational skills with excellent attention to detail
  • Must be able to maintain a high level of accuracy and work diligently
  • Must be able to multi-task and work well under pressure
  • Must possess a sense of urgency, be highly proficient and organized in scheduling and maintaining calendars
  • Must possess very strong interpersonal skills and the ability to build relationships with individuals at all levels
  • Be able to anticipate needs, work in a fast-paced environment
  • Willing to work as part of a team and support the office as needed
  • Highly proficient in Microsoft Office including but not limited to: Word, Excel, PowerPoint and Outlook. Keynote, a plus
  • Exceptional verbal and written communication and people skills
  • Must be able to interact with individuals at all levels