General Summary
The Facilities Administrative Support II is responsible for coordinating the day-to-day functions such as supply oversight, complex filing, event and meeting planning, coordinating calendars and accommodations, and overall office support. Provides administrative support to other departments as needed. Having the knowledge and skills to be able to use your own judgement and be able to receive minimal instruction will be essential to complete daily work.
Specific Duties and Responsibilities
• Independently manage the internal event planning and meeting support process; this includes communicating professionally with clients, identifying client needs, booking conference rooms, making appropriate suggestions for event success, coordinating logistics, supplies, liaise with facilities techs for room set-up and tear down, engage with Unified Communications on AV needs.
• Occasionally coordinates orders, oversees inventory and distribution of office supplies owns the relationship for suppliers
• Coordinate arranging off-site visits for staff, often located outside main Alameda campus by identifying clients’ requirements and expectations for each event/visit*
• Support various Facilities teams (such as Technicians, Project Staff, General Office Staff, Unified Communications, Equipment Maintenance, EH&S, Security, Fitness Center, etc.) *
• Oversee the setup of purchase orders for items, such as office furniture, conference room items, production related special requests, etc., as needed and the annual maintenance of BPOs facilities vendors
• Anticipate needs of users and make preparations against any potential risks
• Oversee the coordination with departments for onboarding and desk set up for new hires
• Oversee multi-function device management (whether addition, removal, or repair/maintenance of units) and Toner Recycle Program with the ordering of copier supplies and scheduling of repairs for the site to which they are assigned. *
• Coordinate with Vending Machine vendors at the site to which they are assigned*
• Independently manages the annual printer/chiller physical inventory project. Collaborates with other Facilities Leaders and Accounting Personnel as necessary to complete the inventory.
• Works directly with suppliers, caterers, and vendors to coordinate any on-site logistics and equipment needs *
• Assist with training new hires in department goals, strategies, and collaboratively reconciling/quality checking tasks such as purchase requests, receipt procedures, order processes, account codes, and other company systems as needed.
• Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures. *
• Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company. *
• Ensure other members of the department follow the QMS, regulations, standards, and procedures. *
• Perform other work-related duties as assigned. *Indicates an essential function of the role
Required Qualifications
Minimum education and experience
• High School or GED with 3+ years of increasingly responsible administrative experience, or an equivalent combination of education and or experience
Preferred qualifications
• Associate degree preferred
• Excellent written, verbal, and interpersonal skills are required
• High level of proficiency with Microsoft Office tools and Adobe Products
• Ability to prioritize assignments in a fast-paced multi-task environment
• Organized, detail-oriented, and proficient in mathematics
• Strong oral, written, and interpersonal communication skills
Working Conditions
• General office, laboratory, and cleanroom environments.
• Willingness and ability to work on site. May have business travel from 0% - 5%.
• Potential exposure to blood-borne pathogens.
• Requires some lifting and moving of up to 25 pounds.
• Must be able to move between buildings and floors.
• Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day.
• Must be able to read, prepare emails, and produce documents and spreadsheets.
• Must be able to move within the office and access file cabinets or supplies, as needed.
• Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.
Base Pay Range Per Hour: $25.00 – $38.00
Individual compensation will vary based on factors such as qualifications, skill level, competencies, work location and shift, and will increase over time based on meeting performance and business needs.