Receptionist and Workplace Services Coordinator

Silicon Valley Community Foundation•Mountain View, CA

13d•$82,000 - $84,000•Onsite

About The Position

This is a full-time, non-exempt level position in Mountain View, California. This position is required to be in the office five days a week with a schedule of Monday - Friday, 8:30 AM - 5:00 PM. On occasion, this position will be requested to report earlier and work overtime to support board meetings and other organizational events. Reporting to the Workplace Services Manager, this position is responsible for coordinating incoming telephone calls, guest reception, and supporting SVCF’s workplace needs in our Mountain View headquarters and occasionally in our San Mateo offices. The ideal candidate thrives in a customer-service, public-facing environment; is highly organized; is an excellent multitasker; and is very comfortable working with a variety of people.

Requirements

Minimum of a high school diploma and 3 years of administrative/facilities operations and/or events support experience.
Professional and personal alignment with Silicon Valley Community Foundation’s values and mission.
Excellent written and oral communication, presentation and listening skills for diverse audiences.
Excellent interpersonal skills with an ability to work in a team environment and with diverse groups of people.
Commitment to customer service excellence and discretion with highly sensitive data.
Strong software skills in Microsoft Office Suite, BOX, zendesk and/or ability to learn.
Ability to multi-task and meet deadlines within designated timeframes, as well as demonstrated resourcefulness in setting priorities, strong organizational skills, and exceptional attention to detail.
Ability to work both independently and in a fast-paced, highly collaborative environment.
Open to learning new frameworks and thinking critically about improving existing methods or approaches.
Willingness to be trained on a variety of safety protocols,
Ability to lift/move up to 15 pounds.

Nice To Haves

Prior experience with Envoy or other visitor management platforms preferred.

Responsibilities

Provide excellent customer services and support the general administrative function of the front desk; ensure smooth, efficient, and professional operations of the front desk and phones
Greet foundation staff and guests in a friendly and welcoming manner.
Administer incoming calls and ensure that calls are routed appropriately, convey and clarify organizational policies and take detailed messages, as appropriate.
Communicate with building management, janitorial services and security
Receive, log and sort all incoming mail, packages and deliveries. Ensure timely tracking and processing.
Assist in the implementation and maintenance of a visitor check-in software. Assist SVCF guests with visitor check-in upon arrival.
Ensure that all common areas are clean and well maintained, including conference rooms, kitchens and other common areas.
Ensure that kitchen and supply rooms are stocked; track office and kitchen supply inventory and place orders as needed.
Submit requests for repairs and maintenance to property management.
Process all internal room reservations and schedule on appropriate calendars; generate usage reports as needed.
Ensure workstations for new hires are set-up, along with assisting with moves and restoring workstations once they become vacant.
Facilitate external conference room requests, request and manage insurance requirements, manage room reservations and facilitate event set-up.
Coordinate and assist with conference room setups and break downs including moving/folding tables and stacking chairs
Support internal events and meetings, including quarterly board meetings, board committee meetings and other meetings with external partners and stakeholders.
Support new employee onboarding by generating access to the building and parking garage, nametags, leading office tours, etc.
Work in collaboration with other team members to update office seating chart.
Track Zendesk ticket requests for room usage, supplies or mailing assistance.
Assists in the coordination of safety activities and trainings; serves as a member of the safety committee.
Other related duties as assigned.
The responsibilities outlined in this job description are not meant to be all-inclusive and are subject to change. Employees are expected to be flexible and adaptable, performing other related duties as needed to meet the organization’s evolving goals and priorities.