Job Description
Facilities Administrative Support I The Facilities Administrative Support I 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. Assist Facilities and Unified Communications with event planning and meeting support, this includes coordinating set-up, event tear-down, and clean-up Coordinate orders, inventory and distribution of office supplies, janitorial supplies, coffee, tea, and related supplies as it relates to the needs of Site Services, events, and meeting support 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.) Order and set up purchase orders for other items, such as office furniture, conference room items, production related special requests, etc., as needed. This includes working with any suppliers, caterers, etc. on any on-site logistics and equipment needs Anticipate needs of users and making preparations against any potential risks Maintain and execute Essential Certificate coordination for vendors that come on-site Assist with oversight of accommodation for employees visiting from out of town Assist in coordination with departments for onboarding and desk set up for new hires Organize, oversee file restructure, and maintain physical and electronic facilities files such as contracts, certificate of insurance, agreements,