Administrative Coordinator

ACCO Engineered Systems • Pleasanton, CA

21h • $25 - $33

About The Position

General Job Description: Under the direction of the Property and Facilities Manager, this position will serve as the main liaison between employees and the Property and Facilities Manager as well as provide administrative and secretarial support for the Real Estate team. Supervises: None Essential Duties & Responsibilities: Perform general administrative and secretarial duties, including coordinating training room needs; managing calendars as requested by users; overseeing mailroom duties; ensuring proper cataloging of sent and received packages and envelopes; creating shipping labels as needed; issuing keycards for all Northern Region locations; producing name tags for cubicles, offices and lanyards, and ordering materials and supplies for real estate projects. Partner with the building manager, security, and day porters for service and maintenance calls as needed. Manage and dispatch the ServiceNow ticketing system. Oversee stocking of supplies on each floor and provide vendor escorts as required for office, pantry, first aid, printer/plotter, and other business-related vendors. Request purchase orders (POs) and work orders for various real estate projects. Maintain and order mailroom supplies and ensure the mailroom is neat and orderly. Schedule FedEx pickups as needed and schedule dispatch real estate vendors for work orders across Northern Region (ACCO/Sunbelt Facilities). Maintain accurate and complete seating charts for all ACCO locations. Position Requirements (Skills, Knowledge, Abilities) : High School Diploma or equivalent required College degree preferred Intermediate-plus proficiency in MS Word and MS PowerPoint. Basic proficiency in MS Excel. Two-plus years’ experience in the construction and/or contracting industry in an administrative support position. Well-organized with ability to multitask between several projects delegated by multiple parties. Demonstrated experience as a team player and able to achieve assigned performance goals. Ability to handle pressure and hectic pace. Good written and oral communication skills and strong telephone background. Ability to work overtime when required Knowledge Adobe Photoshop and Adobe InDesign or PageMaker software. ACCO Competencies: Proactivity / Initiative: Recognizes what needs to be done and accomplishes it in a manner appropriate for one’s level/position and with minimal supervision. Perseverance: Shows the wherewithal to fight for difficult goals despite challenges and to bounce back from adversity. Insight: The ability to gather and make sense of information that suggests new possibilities. Engagement: Shows a knack for using emotion and logic to communicate a persuasive vision and connect with people. Teamwork: The ability to effectively work toward common goals with others by supporting, encouraging, and sharing information in an authentic and approachable manner. Big Picture: Understands and contributes to organizations’ short- and long-term business strategy. On a personal level has independently developed a vision for short- and long-term career success. Motivation / Dedication: Commits to excellence in pursuing unselfish goals. Initiates action with collective goals takes responsibility, and shows personal humility. Technical Curiosity / Willingness to Learn: Interest in seeking out new experiences, knowledge, and candid feed, back; demonstrating an openness to learning and change. Problem-Solver: Ability to identify, analyze, and solve a problem in support of personal, group, department, or organizational objectives. Physical Requirements: (The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.) Must regularly lift and /or move up to 15 pounds occasionally. While performing the duties of this Job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel and reach with hands and arms. Specific vision abilities required by this job include Close vision and Ability to adjust focus. The employee is frequently required to sit and talk or hear. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The noise level in the work environment is usually moderate. You are a responsible person with the ability to multi-task. You understand that regular & routine attendance is required.

Requirements

• High School Diploma or equivalent required
• Intermediate-plus proficiency in MS Word and MS PowerPoint.
• Basic proficiency in MS Excel.
• Two-plus years’ experience in the construction and/or contracting industry in an administrative support position.
• Well-organized with ability to multitask between several projects delegated by multiple parties.
• Demonstrated experience as a team player and able to achieve assigned performance goals.
• Ability to handle pressure and hectic pace.
• Good written and oral communication skills and strong telephone background.
• Ability to work overtime when required
• You are a responsible person with the ability to multi-task.
• You understand that regular & routine attendance is required.

Nice To Haves

• College degree preferred
• Knowledge Adobe Photoshop and Adobe InDesign or PageMaker software.

Responsibilities

• Perform general administrative and secretarial duties, including coordinating training room needs; managing calendars as requested by users; overseeing mailroom duties; ensuring proper cataloging of sent and received packages and envelopes; creating shipping labels as needed; issuing keycards for all Northern Region locations; producing name tags for cubicles, offices and lanyards, and ordering materials and supplies for real estate projects.
• Partner with the building manager, security, and day porters for service and maintenance calls as needed.
• Manage and dispatch the ServiceNow ticketing system.
• Oversee stocking of supplies on each floor and provide vendor escorts as required for office, pantry, first aid, printer/plotter, and other business-related vendors.
• Request purchase orders (POs) and work orders for various real estate projects.
• Maintain and order mailroom supplies and ensure the mailroom is neat and orderly.
• Schedule FedEx pickups as needed and schedule dispatch real estate vendors for work orders across Northern Region (ACCO/Sunbelt Facilities).
• Maintain accurate and complete seating charts for all ACCO locations.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED