Sr. Facilities Coordinator

Rakuten•San Mateo, CA

1d•Onsite

About The Position

Rakuten International is a division of Rakuten Group, Inc., a Japanese global technology leader in services that empower individuals, communities, businesses and society. Headquartered in San Mateo, California with more than 4,000 employees worldwide, the Rakuten International business portfolio includes market leaders in e-commerce, digital marketing, advertising, communications and entertainment. We create products and services that provide exceptional value by aligning members and the businesses that want to engage them in a shared community. Job Summary: We are seeking a skilled Facilities Coordinator to join our team at Rakuten’s North America Headquarters in San Mateo, CA. This is an exciting opportunity to contribute to our dynamic office environment and play a key role in maintaining our facilities to ensure a productive and enjoyable workplace for all employees.

Requirements

2+ years of experience in a facilities or office support role
Demonstrated leadership abilities
Positive attitude and a willingness to learn
Excellent verbal and written communication skills
Comfortability with hosting team meetings and events
Proficiency in Microsoft Suite, Adobe Suite, and the ability to learn new software quickly
Excellent project management skills
Must be customer service and quality driven

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Oversee the day-to-day administrative functions, ensuring that the office operates smoothly and efficiently, fostering a productive work environment.
Work in conjunction with management to oversee all inquiries related to facilities, addressing concerns promptly and effectively to enhance overall employee satisfaction and workplace morale.
Ensure the organization and cleanliness of the office space by managing supply inventories and maintaining equipment, creating a professional and welcoming atmosphere for staff and visitors.
Oversee pantry inventory and manage the timely restocking of fruits, snacks, beverages, and other essentials, ensuring a well-equipped and inviting kitchen area for all employees.
Oversee catering services for office breakfasts, lunches, and other events, including planning, ordering, set-up, and clean-up to ensure seamless execution and a positive experience for attendees.
Work in conjuction with the Facilities Management Team regarding maintenance and repair activities, working closely with contractors and service providers to guarantee timely and effective completion of tasks.
Maintain accurate and comprehensive records related to facilities operations, including maintenance logs, safety inspections, and budget reports, to ensure compliance and facilitate informed decision-making.
Oversee new employee orientations, including desk setup, name badge creation, and security access badge issuance, to ensure a smooth onboarding process.
Manage the Envoy visitor management system and oversee the security badging system to maintain a secure and organized office environment.
Provide logistical support for large meetings and events, coordinating with IT and other departments as needed to ensure all technical and operational requirements are met.
Work in conjuction with the Facilities Management Team regarding Emergency Preparedness Plan for the site, including conducting regular fire drills and safety training sessions to ensure employee readiness and safety.
Oversee and process Facilities related invoices through the procurement system, and ensuring adherence to budgetary guidelines.
Implement and maintain safety procedures and physical security protocols to safeguard employees and company assets.
Perform other duties as assigned by the Facilities Management Team to support the overall goals of the organization.
Event planning and holiday parties
Managing building maintenance
Any ongoing construction projects