Job description

Job Title- Administrative Support II
Building Location (San Francisco, CA)
Duration (Months) 11 Months
Remote Possibility 100% Onsite (Front desk position)
Overtime Estimate 2 hours max

Responsibilities
Performs a variety of administrative functions. Schedules appointments, gives information to callers, and takes dictation. Generates reports, handles multiple projects, and prepares and monitors invoices and expense reports. May assist with compiling and developing the annual budget. Requires a high school diploma with 2-4 years of experience in the field or in a related area. Familiar with standard concepts, practices, and procedures within a particular field. Relies on experience and judgment to plan and accomplish goals. Performs a variety of tasks. Works under general supervision. A certain degree of creativity and latitude is required. Typically reports to a supervisor or manager.

Story Behind the Need – Business Group & Key Projects
The areas that this role will touch are Office and Facilities. Looking after the office space, making sure everything is running well, making sure that folks have lunch (we have lunch deliveries everyday), the elevators working, lights are on, basic office management stuff.
We also work really closely with our manufacturing and logistics teams to do a lot of shipping and receiving. We make a product in house. We often have to ship that product to beta testers or wherever. That's a huge part of the job.
This team also manages executive support. We have a team of EAs. Occasionally, this role will be asked to support execs. For example, an Executive will ask for business meeting to have breakfast arranged or lunch arranged or restaurant booked or a meeting scheduled.
Classic admin work and office and employee experience work.

Can you give me a little detail about your team culture?
We are a super collaborative team. We meet once a week. Everyone talks to about their projects and we all figure out where we can help each other if we need help. The team is very helpful. We are service oriented org. Our colleagues are our customers so were always trying to make sure people have what they need, we're supporting our employees so that they're doing really good work. And we're supporting each other.
We work on some key push back language because while it's fantastic to be helpful and supporting people, they will take advantage. We have a lot of checks and balances in place where there are things that people can do themselves, we direct them to the self-service options or if people ask us to do something that is completely out of our job description, I have repository of language that people can copy and paste into emails, offering alternative resources.
We try to strike a balance of being really helpful and really collaborative but also setting clear firm boundaries about what our team does and why we do it.

Reason/motivation for request:
We need someone to sit at the front desk and do the greeting people, making sure that they sign the NDAs, working on shipping and receiving. A lot of the tactical work the that the HM can't do while he/she is doing the strategic work. HM is doing big projects like now, she is negotiating for a new office space.

Typical Day in the Role:
Interaction with team/Day to Day:
Arrive 8:30 or 9 AM
Check, email, slack and Zen desk (we have 3 ways of communication)
Figure out priorities for the day
Work through admin tasks
At lunch time. Make sure the caterer gets in and set up. Make sure everyone has their lunch.
Work on adhoc request as they come in (i.e. the CEO may come to the front desk to say a few partners are coming in next week can you find us a nice restaurant to take them to?)
Work on big projects in the background (there are few things our team does on a weekly, monthly quarterly basis. For instance, we make sure that people get anniversary gifts)
Usually a big shipping project (may work on sending a few units in the afternoon)
Facilities work (i.e. we're having the water pressure work done in the building, so talking to the vendors, make sure they have everything they need, make sure everyone signs their NDA)
Make sure everyone signs an NDA (Everyone must sign NDA to enter office because we have products that are not on the market that are available for people to see)
General walk around office make sure everything is clean and tidy
Work closely with building team and janitorial team (i.e. someone may say they have a huge box they need to recycle; this person would get in touch with the building team to take care of it)
No two days are the same
Mostly dealing with requests as they come in and deciding what the priority is and doing those things
A lot of shipping and receiving, may have to get there early to like let a big pallet in (not often, every once in a while)

Compelling Story & Candidate Value Proposition
Role interesting:
Different every day (the request that come in range from "can you help me send this package to MI” to "The company needs to buy a house; how would we do that”)
The position touches every facet of the business
You learn so much so quickly, because you are working with everyone, Finance, Legal, HR, Engineering, Maintenance, Operations, Manufacturing, Logistics, etc.
Able to dip into a lot of different business areas
Contractors have come in this role and converted to full time and now run Beta Shipping for example
Great foot in door opportunity and you can decide what you like doing the most and really concentrate your energies and efforts there

Candidate Requirements
REQUIRED SKILLS
Really good problem solver
Admin or office experience
Admin support and planning
Facilities Operations
Think on your feet
Able to figure our tasks (even they are not sure how to do it)
Tech Savvy
MS office
Proficient with GCal, GSuite
Excel (Keep records mostly)
Customer service experience (This person will be the first person some sees when coming into office)
Able to greet people
EA or Admin Experience
Front desk experience
1-2 years of experience (most of this stuff, you can learn on the job)
No degree required (preference experience over education)
Able to multi task
Able to prioritize
Excellent communication skills (verbal and written)
We need someone that is really savvy, and that has done admin work before
Familiar with Google calendar
Shipping and Receiving
Good at multi-tasking, isn't going to sit on stuff, does what they need to do

PREFERRED SKILLS
Ticketing system Experience
Slack
Office communication tools

Performance Indicators:
Regular one on ones with HM
We typically Set goals at the beginning of the year and check on goals through out the year. They will have monthly, quarterly, bi-annual, check in etc.

Disqualifiers / red flags:
Poor communication skills
We had someone in this role that ghosted us, if they are a bad communicator, I am not interested

Top 3 must-have hard skills
Proficient Google Suite & MS Office (Excel, Outlook, etc.)
Shipping and Receiving (huge part of the job, a lot of talking to FedEx, UPS, US Government Client etc.)
Able to multi task (Not ever doing just one thing at a time)

Job Type: Contract

Salary: $15.00 - $22.71 per hour

Schedule:

• 8 hour shift
• Monday to Friday

Ability to commute/relocate:

• San Francisco, CA: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Microsoft Excel: 1 year (Required)
• Microsoft Powerpoint: 1 year (Required)
• Shipping & receiving: 1 year (Required)
• Logistics: 1 year (Required)

Work Location: One location

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