Office and Risk Administrator

Layton Construction Company•Mountain View, CA

12h•$60,000 - $75,000•Onsite

About The Position

Purpose The office administrator will support Silicon Valley office management and will also perform Insurance Coordinator duties. This position will play a critical role in maintaining an organized and engaging work environment that supports the needs of all staff. This position will work with the business unit leader to manage general office operations and procedures including functioning of the facility and coordinating office events. This role will also be expected to work closely with the legal, risk and compliance team to manage insurance certificates.

Requirements

Associates degree required; bachelor’s degree preferred
Excellent verbal and written communication skills
Excellent interpersonal and negotiation skills
Excellent organizational skills and attention to detail
Excellent time management skills with a proven ability to meet deadlines
Proficient with MS Office
2-4 years professional experience in office, facilities, and project management

Nice To Haves

Hospitality and event coordination experience a plus

Responsibilities

Management of Office – 50%
Provide concierge services for clients and visitors
Ensure facilities are clean, organized, and safe for employees and visitors
Manage vendor selection and relationship management
Maintain office supplies and equipment inventory
Manage incoming and outgoing mail and packages
Work with IT to ensure equipment needs are met (computers, printers, network, phones, etc.)
Assist HR with onboarding new employees (workspace, welcoming, etc.)
Maintain office and event calendars
Manage and coordinate event planning and logistics
Implement office Occupational Health, Safety, and Security plans (ergonomics, emergency response, etc.)
Manage annual office management budget in coordination with SF Office Manager
Maintain tenant records
Resolve complaints, problems and requests from tenants
Maintain building security and card access system
Oversee security, fire prevention and other safety systems
Handle site and building maintenance issues
Contract service contractors as needed to maintain, repair or improve the property
Oversee contractors and inspect completed work
Assist with emergency response and evacuations
Monitor building maintenance budget
Insurance Coordination – 50%
Confirm project specific insurance requirements
Request, receive, track and file all project related insurance certificates
Ensure accuracy of all certificates received
Maintain insurance files on a per project basis and request updated certificates prior to their expiration date
Responsible for coordinating with people from several company departments
Manage compliance requirements, provide support to Project Managers, and obtain Pre Lien info for projects
Upload insurance certificates to “X/Shared drive” and to Procore for each project
Follow up with Subcontractors and BCCI Teams about insurance certificates and email status updates for every job
Submit Insurance certificates to the property buildings for every project via email