Office Manager

About the Work:

You’ll thrive in this role if:

• You are self-driven and take ownership without needing constant direction.
• You are confident in your judgment and comfortable making decisions in real time.
• You take initiative and solve problems before they become issues.
• You enjoy being on your feet and moving throughout the office.
• You’re energized by variety and wearing many hats.
• You can professionally and confidently support high-stakes visitors and executives.
• You pivot quickly when priorities change and remain calm under pressure.
• You enjoy building systems and improving processes in an evolving environment.
• You are resourceful and naturally step in wherever needed.

As site Office Manager, you’ll be tasked with several office duties which have a direct impact on our employee and guest experience. This includes:

• Greeting and assisting employees, visitors, and vendors
• Accurately processing/distributing incoming and outgoing mail and packages
• Providing support with conference room scheduling, setup and coordination
• Planning, ordering and stocking office supplies, snacks, food, and drinks for office/break areas.
• Coordinate and manage on-site employee lunches and company events, including ordering, setting up, serving, and cleanup
• Directly assisting new employees onboarding, including answering questions, desk setup, and assisting with the overall first day experience
• Providing support for management, staff and office administrators as needed
• Maintain and update company systems (seating chart, NDAs, desk reservations, etc.)
• Ensuring documents are appropriately managed (e.g.: stored, scanned, shredded, etc.)
• Manage and maintain badge access system, including creating badges
• Manage and maintain security camera system and vendor relationship
• Manage and maintain building entrance systems
• Manage various vendor relationships such as janitorial contracts, to ensure they  are being fulfilled, follow up and resolve any issues
• Ensuring office and kitchen equipment are maintained or repaired if needed
• Promptly report facility or safety concerns to management
  

About You:

• High school diploma or certificate required, associate’s degree strongly preferred
• Highly customer-oriented, possessing a positive and helpful attitude to all employees
• Demonstrates consistent dependability, punctuality and follow-throughSelf-starter, and ability to work independently and collaborate well with others
• Strong level of computer literacy and experience using Google Suite or MS 365
• Exhibit strong positive written and verbal communication skills
• Ability to be flexible and adaptable within a dynamic environment
• Exhibit a high level of personal integrity, judgment, and discretion
• Good critical thinking and problem-solving skills
• Able to lift to 30lbs safely
• Have valid driver’s license and transportation 

Preferred:

• Previous experience as an Office Manager or lead role in an office environment with 100 or more staff
• Experience with budgeting and asset tracking
• Purchasing and managing outside services and contractors
• Event planning experience

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job as this is subject to change at any time with or without notice. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give such instructions or assignments. 

Work Environment & Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodation may be provided to enable individuals with disabilities to perform the functions. While performing the duties of this job, the employee routinely is required to sit; talk and hear; use hands to touch, feel, handle, push/pull and move objects; see details of objects that are less than a few feet away; see differences between colors, shades, and brightness. The employee is occasionally required to stand, walk and move around the office; stoop, kneel, crouch, twist, crawl, reach, and stretch.

This is an onsite position at our Fremont, CA office.

The final salary offered to a successful candidate will be dependent on several factors that may include but are not limited to: job-related knowledge, skills, and experience. Agility Robotics is a multi-state employer and this salary range may not reflect positions who work in other locations. These ranges may be modified in the future.