We are seeking a highly organized and customer-focused Office Administrator to serve as the face of our Sunnyvale office. This individual will be responsible for creating a welcoming experience for visitors, maintaining day-to-day office operations, and providing administrative support to ensure a productive and efficient workplace.

The ideal candidate is a proactive problem solver with strong organizational skills, excellent attention to detail, and the ability to manage multiple priorities in a fast-paced environment.

Key Responsibilities

Front Office & Visitor Management

Serve as the primary point of contact for visitors, guests, vendors, and employees.
Greet and direct visitors in a professional and courteous manner.
Manage visitor registration, security procedures, building access, and badge issuance.
Answer and route incoming phone calls and inquiries appropriately.

Mailing & Shipping

Receive, sort, and distribute incoming mail and packages.
Coordinate with operations incoming and outgoing shipments using Amazon, FedEx, UPS, USPS, and other carriers.

Administrative Support

Assist management with travel arrangements, itineraries, and expense reporting.
Support scheduling, meetings, company events, and workplace activities.
Prepare documents, reports, and presentations as needed.
Maintain organized files, records, and documentation while ensuring confidentiality.

Additional Support

Partner with cross-functional teams to support operational priorities and workplace initiatives.
Perform additional duties and projects as assigned to meet business needs.

Success in this role

Success will be measured by

Maintaining a professional, organized, and welcoming office environment.
Delivering outstanding customer service to employees, visitors, and vendors.
Managing multiple priorities efficiently and accurately.
Maintaining confidential information with discretion and professionalism.
Monitoring office expenses and contributing to cost-conscious workplace operations.

Required Qualifications

2+ years of experience in an office administration, office coordinator, receptionist, workplace coordinator, or similar role.
Strong organizational, problem-solving, and multitasking abilities.
Excellent verbal and written communication skills.
Demonstrated customer service and interpersonal skills.
Proficiency with Microsoft Office applications, including Outlook, Word, Excel, PowerPoint, and Teams.
Ability to work independently and manage competing priorities
High level of professionalism, reliability, and attention to detail.

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