Office & Culture Administrator

Ivalua•Fremont, CA

3d•$45,000 - $75,000•Hybrid

About The Position

We are dedicated to creating a supportive, engaging, and efficient environment for all employees. We partner closely with cross functional teams to ensure our offices, culture programs, and employee experience initiatives reflect our company values and enable people to do their best work. The Office & Culture Admin is a key part of this mission and will directly influence the day to day workplace experience. The Office & Culture Admin will play a pivotal role in shaping the employee experience and building a workplace people love coming to every day. As our Office & Culture Admin, you will be at the center of our operations, ensuring the offices run smoothly while creating meaningful moments that strengthen connection, collaboration, and culture across the organization. This is an exciting opportunity for someone who is highly organized, proactive, and passionate about people. You’ll have the chance to influence everything from day to day office operations to company-wide engagement initiatives. In this role, you’ll partner closely with HR, IT, and leadership to support our teams, elevate our workplace atmosphere, and bring our values to life through thoughtful programs and events. If you thrive in dynamic environments, enjoy being the go-to person who keeps things running efficiently, and love making a positive impact on others, this role offers the autonomy, creativity, and growth opportunity to do just that.

Requirements

At least 3 years strong working experience in office management, facilities coordination, or workplace operations.
Strong organizational & problem solving skills
Ability to manage multiple vendors and competing priorities
Prior experience in events, employee engagement, culture programs, or communications
Creative, organized, and detail oriented
Familiarity with expense management platforms & travel booking systems
Bachelor's degree in related field required or equivalent experience with proven skills
Strong project and time management skills with ability to track concurrent project timelines, resource allocations, and critical milestones.
Global mindset - ability to adapt to various people & cultures with a cohesive view in mind.
Attention to detail and the ability to effectively handle multiple priorities.
Experience with Emergency Response & Facilities management

Responsibilities

Oversee daily office operations, including maintenance repairs, vendor coordination, and safety procedures.
Ensure the workplace is clean, organized, and properly stocked (pantry, supplies, equipment, etc).
Partner with HR, IT, and leadership on space planning, seating charts, and employee onboarding/offboarding
Oversee workplace health & safety protocols, emergency procedures, and compliance.
Plan, coordinate, and execute internal events (celebrations, team-building activities, holiday events, wellness initiatives, etc.)
Partner with HR on culture initiatives and employee engagement programs.
Support community outreach, volunteering initiatives, and CSR-related events
Review & process employee expense reports for accuracy, policy compliance, and required documentation.
Support and troubleshoot travel bookings made through corporate systems.
Assist employees when booking flights, accommodations, and transportation in accordance with company policy.

Benefits

Hybrid working model (3 days in the office per week)
We're a team dedicated to pushing the boundaries of product innovation and technology
Sustainable Growth, Privately Held
A stable and cash-flow positive Company since 10 years
Snacks and weekly lunches in the office
Feel empowered to pursue your goals with improved team collaboration and increased creativity/productivity
Unlock and unleash your full professional potential with our exceptional training and career development program
Join a dynamic and international team of top-notch professionals who are experts in their respective fields.
Collaborate with like-minded individuals who are deeply passionate and highly motivated about their work.
Experience a truly diverse and inclusive work environment where your unique contributions are highly valued
Regular social events, competitive outings, team running events, and musical activities,
Comparably recognized Ivalua for the following ( https://www.comparably.com/companies/ivalua) : Powered by People - Powered by You!
United by our values we embrace diversity and equity in the broadest possible sense to create an inclusive workplace.
To help our customers make supply chains more efficient, sustainable and resilient, we rely on a global team with a variety of backgrounds, skills and views.
We believe in equal opportunity and in diversity as a driver of innovation that cultivates a spirit of inclusiveness, creates a productive and fun place to work, and provides fulfilling career opportunities for all Ivaluans.
Ivalua offers an annual target bonus for this position conditional on individual and company performance.
Other compensation factors may also be considered.
Ivalua also offers exceptional benefits including medical, dental, vision, retirement (with company match), and much more.