Front Desk/Office Assistant

Marcus & Millichap Company•Palo Alto, CA

5d•Onsite

About The Position

We are seeking a Front Desk/Office Assistant to join our team in Palo Alto, California! The Front Desk/Office Assistant position is a vital and well-respected role at our Company. It’s ideal for someone with a customer service background who is looking for a first step into an administrative position, or an opportunity for someone to expand upon their existing administrative experience. The person in this role will wear many hats and will support various departments such as HR, Facilities, and Legal. At times, the person in the role will need to juggle multiple projects; therefore, the position requires someone who is organized, flexible, and able to manage deadlines and priorities. The person in the role must have a professional presence and a friendly, customer-oriented demeanor. Responsibilities include covering the front desk daily, as well as performing a variety of front desk, facilities, administrative, and office management tasks. This is a great opportunity for someone who possesses a ‘can-do’ attitude and the willingness to adapt to daily demands and challenges as they arise. The role requires someone punctual and reliable. This is a full-time position with daily hours of 8:00 a.m. to 5:00 p.m. The position reports to the Facilities Manager.

Requirements

Experience in Microsoft Office Suite (i.e., Word / Excel)
Solid written and verbal communication skills
Professional and positive attitude
Customer service approach to interacting with all levels within the organization
Proven ability to work independently
Strong attention to detail and ability to effectively manage multiple projects
Punctuality is required
Minimum of 1-year experience as a Front Desk Representative or a similar role

Nice To Haves

Bachelor’s degree or equivalent experience preferred

Responsibilities

Answer, screen, and forward incoming phone calls, as well as monitor all voicemail boxes
Greet and welcome clients and vendors as they arrive at the office
Order and maintain the inventory of office/mailroom and break room supplies
Ensure reception area and conference rooms are well-maintained
Manage incoming and outgoing mail and packages (inter-office, USPS, FedEx, UPS)
Maintain Conference Room calendar and HR time-off calendar
Order lunches for internal meetings, as needed
Review expense reports/invoices and add internal codes for processing of HR/corporate credit cards
Provide backup support for the daily opening and closing of the office, as necessary
Monitor and maintain the inventory of facility supplies and equipment; order new supplies as needed
Coordinate and monitor janitorial service requests
Assist with the setup and breakdown of events, meetings, and conferences
Operate basic building systems such as TVs, HVAC, lighting, and EV chargers
Assist in providing tenant services according to the lease agreement
Provide administrative support to departments within the organization, including but not limited to HR; for example, assist with Ad Hoc HR & Office Projects
Additionally, assist the Facilities Manager with office events by proposing ideas, helping to manage the budget, and executing the plan
Other duties as assigned