Office Administrator

Front desk and visitors
Greet visitors, offer refreshments and make sure they sign in through our visitor system
Answer and direct incoming calls
Mail and documents
Open, date-stamp, scan and route incoming US mail to Accounting, Legal, HR, Immigration and Payroll
Process incoming checks and send originals to our bank
Coordinate executive signatures on documents from our HR teams in France and Poland, then return originals by courier
Office and facilities
Keep conference rooms and the breakroom clean and stocked throughout the day
Order office supplies, snacks, drinks and coffee from our regular vendors
Act as the main contact with building management for maintenance, key fobs, room bookings and HVAC, electrical or plumbing issues
Escalate security concerns to building security
Employee support
Set up new Campbell hires with a desk, nameplate and key fob, working with IT and building management
Ship laptops to employees and coordinate returns when people leave
Add and remove employees from our corporate Uber account
Coordinate our monthly team lunch, including reminders and adding new hires
Schedule in-office notary appointments around executive availability
Executive and finance support
Help the Executive Admin order food for meetings and handle setup and cleanup
Submit monthly Uber transaction reports to Accounting and Payroll
Reconcile your company credit card monthly in Concur
1+ years in an office admin, reception or front desk role
Strong organization and attention to detail. You keep many small things moving at once
Clear, friendly communication in person, by phone and by email
Comfortable with Google Workspace or Microsoft Office, and quick to learn new tools
Experience with Concur, Amazon Business, or courier shipping (DHL, FedEx, UPS) is a plus
You take ownership. If something in the office isn’t right, you fix it or find who can
Able to work on-site in Campbell, CA, five days a week

Employment type
Full-time

Work arrangement
No