Office Administrative Assistant

Qualifications
High School diploma or equivalent required
Strong organizational and multitasking skills, with the ability to prioritize tasks efficiently
Excellent verbal and written communication skills
Proficiency in Microsoft Office Suite (Word, Excel, Outlook)
Ability to handle confidential information with discretion
A proactive approach to problem-solving and a keen attention to detail
Ability to lift up to 25 pounds
Comfortable with standing or walking for extended periods
Responsibilities
We are seeking a detail-oriented and organized Facilities Coordinator/Receptionist to manage our office's day-to-day facilities operations while also serving as the first point of contact for visitors and clients
This position requires a professional individual who can multitask effectively, handle a wide range of administrative and facilities-related tasks, and maintain a welcoming environment
Oversee daily operations of office facilities, ensuring the office is well-maintained and in good working order
Greet and welcome visitors, directing them to the appropriate person or meeting area
Ensure that security protocols are followed, including issuing visitor badges and coordinating with security personnel when necessary
Answer, screen, and forward incoming calls, providing information as needed
Manage incoming and outgoing mail, packages, and deliveries
Monitor and manage office supplies, including ordering and inventory control
Assist with scheduling and coordinating meetings, including furniture setup, and layout adjustments
Build and maintain relationships with vendors, coordinating routine maintenance, repairs, and improvements with external vendors and contractors
Assist in the onboarding process for new employees by setting up workspaces and updating seating charts, coordinating cubicle moves as necessary
Draft and distribute internal communications related to facilities updates, office closures, or other relevant announcements
Assist in monitoring and managing the facilities budget, including tracking expenditures and identifying cost-saving opportunities
Provide general administrative assistance to various departments as needed, including data entry, document preparation, and filing
Perform other duties as required
Requires 4 to 6 hours per day at a computer screen/keyboard
This role is primarily based in an office environment with occasional off-site visits to vendors or other company locations
Job description
We are seeking a detail-oriented and organized Facilities Coordinator/Receptionist to manage our office's day-to-day facilities operations while also serving as the first point of contact for visitors and clients. This position requires a professional individual who can multitask effectively, handle a wide range of administrative and facilities-related tasks, and maintain a welcoming environment.

Key Responsibilities:
• Oversee daily operations of office facilities, ensuring the office is well-maintained and in good working order.
• Greet and welcome visitors, directing them to the appropriate person or meeting area.
• Ensure that security protocols are followed, including issuing visitor badges and coordinating with security personnel when necessary.
• Answer, screen, and forward incoming calls, providing information as needed.
• Manage incoming and outgoing mail, packages, and deliveries.
• Monitor and manage office supplies, including ordering and inventory control.
• Assist with scheduling and coordinating meetings, including furniture setup, and layout adjustments.
• Build and maintain relationships with vendors, coordinating routine maintenance, repairs, and improvements with external vendors and contractors.
• Assist in the onboarding process for new employees by setting up workspaces and updating seating charts, coordinating cubicle moves as necessary.
• Draft and distribute internal communications related to facilities updates, office closures, or other relevant announcements.
• Assist in monitoring and managing the facilities budget, including tracking expenditures and identifying cost-saving opportunities.
• Provide general administrative assistance to various departments as needed, including data entry, document preparation, and filing.
• Perform other duties as required.

Qualifications:
• High School diploma or equivalent required.
• Strong organizational and multitasking skills, with the ability to prioritize tasks efficiently.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle confidential information with discretion.
• A proactive approach to problem-solving and a keen attention to detail.
• SAP Ariba experience a plus.
• Ability to speak Japanese is preferred

Physical Demands and Work Conditions:
• Ability to lift up to 25 pounds.
• Comfortable with standing or walking for extended periods.
• Requires 4 to 6 hours per day at a computer screen/keyboard.
• This role is primarily based in an office environment with occasional off-site visits to vendors or other company locations.