Facilities Admin Support I

Penumbra • Alameda, CA

386d • $45,760 - $70,720

About The Position

The Facilities Administrative Support I role is essential for coordinating daily office functions, including supply management, event planning, and providing administrative support to various departments. This position requires the ability to work independently with minimal supervision, utilizing judgment to complete tasks effectively.

Requirements

• High School diploma or GED with 1+ years of increasingly responsible administrative experience, or an equivalent combination of education and experience.
• Excellent written, verbal, and interpersonal skills.
• High level of proficiency with Microsoft Office tools and Adobe Products.
• Ability to prioritize assignments in a fast-paced multi-task environment.
• Organized, detail-oriented, and proficient in mathematics.
• Strong oral, written, and interpersonal communication skills.

Responsibilities

• Assist Facilities and Unified Communications with event planning and meeting support, including coordinating set-up, event tear-down, and clean-up.
• Coordinate orders, inventory, and distribution of office supplies, janitorial supplies, coffee, tea, and related supplies.
• Arrange off-site visits for staff by identifying clients' requirements and expectations for each event/visit.
• Support various Facilities teams such as Technicians, Project Staff, General Office Staff, Unified Communications, Equipment Maintenance, EH&S, Security, and Fitness Center.
• Order and set up purchase orders for items like office furniture and conference room items, working with suppliers and caterers on logistics.
• Anticipate needs of users and prepare against potential risks.
• Maintain and execute Essential Certificate coordination for vendors on-site.
• Assist with accommodation oversight for employees visiting from out of town.
• Coordinate onboarding and desk setup for new hires with departments.
• Organize and maintain physical and electronic facilities files such as contracts and agreements.
• Provide administrative support for other departments as requested.
• Adhere to the Company's Quality Management System (QMS) and relevant security, privacy, and compliance principles.
• Ensure compliance with QMS, regulations, standards, and procedures within the department.
• Perform other work-related duties as assigned.

Benefits

• Medical insurance
• Dental insurance
• Vision insurance
• Life insurance
• AD&D insurance
• Short and long-term disability insurance
• 401(k) with employer match
• Employee stock purchase plan
• Paid parental leave
• Eleven paid company holidays per year
• Minimum of fifteen days of accrued vacation per year, increasing with tenure
• Paid sick time in compliance with applicable laws.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Industry: Professional, Scientific, and Technical Services
• Education Level: High school or GED