Business Support, Workplace Associate
About The Position
The Workplace Associate provides comprehensive workplace management services to create a best-in-class experience while supporting routine facility operations. As the first point of contact at Reception, the role delivers welcoming, authentic service to employees, clients, and guests. Responsibilities include monitoring facility conditions, managing procurement and work orders, coordinating maintenance, supporting workplace and project management teams, administering visitor access and badges, and providing administrative and hospitality services. The position is based on-site in Menlo Park, California. The role requires an associate’s degree in facilities management, building management, business, or a related field, or at least two years of experience in facility or property administration. Candidates should have strong customer service, organization, communication, planning, and time-management skills; be comfortable multitasking and working independently; and be proficient in Microsoft Office, including advanced Excel. Experience with Corrigo or another CMMS/automated work-order system is also required. Visa sponsorship is not provided; candidates must be authorized to work in the United States without sponsorship.
Requirements
- Associate’s degree in facilities management, building management, business, or a related field, or 2+ years of experience in Facility or Property Administration.
- Superior customer service skills.
- Ability to maintain professionalism in stressful situations.
- Effective planning and time-management skills.
- Ability to multitask and work independently.
- Experience with Corrigo or another CMMS/automated work-order system.
- Proficiency in Microsoft Office applications.
- Advanced proficiency in Excel for customizing administrative reports.
- Strong written and verbal communication skills.
- Excellent organizational abilities and a collaborative approach.
- Authorization to work in the United States without sponsorship; the position does not provide visa sponsorship.
Responsibilities
- Create a comfortable, welcoming, and hospitable environment for employees and guests.
- Handle internal and external communications, including monitoring the main phone line.
- Anticipate client needs through observation and provide memorable experiences.
- Perform additional responsibilities as assigned by the Facilities Manager.
- Support tactical planning and daily operations for the Workplace Management team.
- Provide facility-specific assistance to the project management team.
- Schedule, coordinate, and communicate maintenance activities.
- Manage internal and building work-order systems and invoice processing.
- Provide authentic, caring, and timely workplace services.
- Direct teammates and guests to appropriate points of contact.
- Continuously monitor office and facility conditions and ensure appropriate follow-up with teammates and stakeholders.
- Coordinate vendors and service providers to ensure work is carried out effectively.
- Assist with meeting and conference room reservations.
- Provide visitor registration services and ensure regulatory compliance in visitor access systems.
- Execute emergency response plans when necessary to ensure the safety of clients and guests.
- Maintain cleanliness of kitchen and break areas; monitor and stock supplies; place orders; and coordinate beverage-machine repairs when needed.
- Organize receipt and delivery of mail and courier services, manage mail distribution, and process outgoing and overnight packages.
- Administer and maintain office badge access.
- Support budgetary requests, analysis, and reporting.
- Follow all HSSE guidelines.
Benefits
- 401(k) plan with matching company contributions
- Comprehensive medical, dental, and vision care
- Paid parental leave at 100% of salary
- Paid time off and company holidays
- Early access to earned wages through Daily Pay
- Supportive culture and comprehensive benefits package prioritizing mental, physical, and emotional health
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What This Job Offers
Job Type
Full-time
Education Level
Associate degree
