Reception and Office Coordinator

L.F. Driscoll•Mountain View, CA

42d•$60,000 - $75,000•Onsite

About The Position

The Office and Insurance Administrator supports the Silicon Valley office by managing day-to-day office operations while also performing Insurance Coordinator responsibilities. This role is critical to maintaining a well-organized, safe, and engaging workplace that supports employees, visitors, and business operations. Working closely with the Business Unit Leader, HR, IT, Legal, and the Risk & Compliance teams, this position oversees office facilities, vendor relationships, events, and insurance compliance processes. The responsibilities fluctuate from time to time depending on the timing of office and insurance needs. The role ensures efficient office functionality while maintaining high standards of insurance compliance across projects.

Requirements

2–4 years of professional experience in office administration, facilities management, or project coordination.
Skilled in reception, office coordination, or facilities management.
Experience in risk management, insurance coordination, or a related field.
Working knowledge of insurance terminology, policy types (General Liability, Auto Liability, Workers’ Compensation, etc.), and related endorsements.
Proficiency with Vertikal RMS CertFocus or similar insurance tracking platforms.
Operational knowledge of the construction industry, including insurance, compliance, and risk management practices.
Understanding of legal, ethical, and organizational principles within construction environments.
Strong analytical, problem-solving, and organizational skills.
Excellent written and verbal communication skills, with the ability to engage diverse audiences.
Ability to analyze financial and operational data and present information clearly and concisely.
Ability to develop clear written policies and summarize technical or complex information.
Strong presentation and meeting facilitation skills.
Ability to build trust and maintain effective working relationships with internal and external stakeholders.
Highly motivated self-starter with strong collaboration and leadership capabilities.
Comfortable working under pressure in a fast-paced environment; adaptable to change.
Working knowledge of MS Office, Adobe, Procore, CMIC, BuildingConnected, Salesforce, and Core.
Demonstrated ability to quickly learn and teach new software systems.
Associate’s degree required; Bachelor’s degree preferred.

Nice To Haves

Hospitality or event coordination experience preferred.
Experience requesting, reviewing, and tracking Certificates of Insurance (COIs) and related endorsements a plus.

Responsibilities

Answer the door and distribute delivered packages
Provide concierge-level support for clients, visitors, and employees.
Ensure office facilities are clean, organized, safe, and welcoming.
Manage office vendor selection, contracts, and ongoing vendor relationships.
Maintain office supplies, furniture, and equipment inventories.
Manage incoming and outgoing mail and package deliveries.
Coordinate with IT to support technology needs (computers, printers, phones, networks, etc.).
Assist HR with new-hire onboarding logistics, including workspace setup and welcome coordination.
Maintain office and event calendars.
Plan and coordinate office meetings, events, and employee engagement activities.
Implement and support Occupational Health, Safety, and Security programs (ergonomics, emergency response, evacuation planning).
Manage the annual office operations budget in coordination with office leadership.
Maintain tenant records and respond to tenant inquiries, complaints, and service requests.
Administer building security systems, including card access.
Oversee fire prevention, safety systems, and emergency preparedness.
Coordinate site and building maintenance issues.
Contract, oversee, and inspect work performed by service contractors.
Assist with emergency response and evacuation procedures.
Monitor and track building maintenance expenses and budgets.
Coordinate with internal departments to manage insurance compliance requirements across projects.
Support Project Managers by confirming project-specific insurance requirements and obtaining pre-lien information.
Request, receive, review, track, and file project-related insurance certificates (COIs and AIEs), ensuring accuracy and completeness.
Maintain organized insurance files on a per-project basis and request renewals prior to expiration.
Maintain high compliance rates for COIs and AIEs by meeting monthly deadlines.
Perform monthly audits in CMIC Facilities Construction Services (FCS) and Vertikal to ensure awarded subcontracts on open projects remain compliant.
Close completed projects in Vertikal to prevent non-compliance notifications.
Process renewal COIs and AIEs submitted by subcontractors within one week of receipt to avoid payment delays.
Educate and reinforce the importance of insurance compliance with project teams.
Submit insurance certificates to property owners/building management for each project as required.
Maintain professional, timely, and clear communication with subcontractors, vendors, and internal teams.