Part-Time Workplace Coordinator

Robert Half is working with an exciting Ai company. We are seeking a reliable, organized, and personable Office Support Administrator to provide day-to-day administrative and workplace support for a San Mateo office. This is an excellent opportunity for someone with prior administrative, office coordination, receptionist, or workplace support experience who enjoys keeping an office organized, welcoming, and running smoothly.

The ideal candidate will be highly organized, customer-service oriented, proactive, and comfortable interacting with employees, visitors, candidates, vendors, and building management.

Key Responsibilities

• Coordinate employee lunches, including placing catering orders, confirming headcount, arranging deliveries, setting up meals, and managing cleanup.
• Restock and organize snacks, beverages, kitchen supplies, and other shared office items.
• Monitor office inventory and place orders for office, kitchen, janitorial, and other workplace supplies as needed.
• Serve as the onsite point of contact for maintenance, repairs, janitorial services, and other facility-related needs.
• Coordinate with property management, building management, and external vendors to resolve office and building concerns.
• Manage visitor access by preparing visitor passes, greeting guests, notifying employees of arrivals, and assisting visitors with navigating the office.
• Support onsite candidate interviews by preparing conference rooms, coordinating visitor access, managing NDA sign-ins, and ensuring candidates receive a welcoming experience.
• Manage employee access needs, including office badges, parking permits, and parking validation.
• Receive, sort, and distribute mail, packages, catering orders, and other office deliveries.
• Maintain conference rooms and common areas, ensuring they remain clean, organized, stocked, and ready for use.
• Coordinate with vendors for catering, office supplies, facilities services, and other workplace needs.
• Troubleshoot routine office issues and escalate urgent, technical, or building-related concerns to the appropriate contact.
• Provide general administrative and office support as needed.

Qualifications

• Previous administrative, office support, receptionist, workplace coordination, or similar experience preferred.
• Strong organizational skills and attention to detail.
• Professional and friendly communication skills.
• Ability to interact comfortably with employees, candidates, visitors, vendors, and building personnel.
• Strong follow-through and ability to manage multiple tasks in a fast-paced office environment.
• Comfortable taking ownership of day-to-day office needs and proactively identifying what needs to be done.
• Basic computer and email skills.
• Ability to work onsite in San Mateo three days per week: Monday, Tuesday, and Thursday.