Part-Time Workplace Coordinator

Robert Half has an exciting opportunity with an Ai company AI company in San Mateo. This temporary, part-time role is ideal for a highly organized, proactive professional who enjoys creating a welcoming, efficient, and well-maintained workplace. You will play an important role in supporting daily office operations, coordinating workplace services, assisting with onsite interviews, and ensuring employees and visitors have a positive office experience.

If you enjoy wearing multiple hats, providing excellent customer service, and keeping an office running smoothly, this is a great opportunity to make an immediate impact on a collaborative team.

Key Responsibilities

• Office Operations: Maintain an organized, professional, and welcoming office environment, ensuring conference rooms and common areas are clean, stocked, and ready for use.
• Employee Amenities: Coordinate employee lunches by placing orders, confirming headcounts, arranging deliveries, setting up meals, and managing cleanup.
• Inventory & Supplies: Monitor and replenish snacks, beverages, kitchen supplies, cleaning products, and general office materials. Place orders as needed to maintain adequate inventory.
• Facilities Coordination: Serve as the onsite point of contact for maintenance requests, repairs, janitorial services, and other facility-related needs. Coordinate with property management and external vendors to resolve issues.
• Visitor Management: Welcome guests, coordinate visitor access and passes, notify employees of arrivals, and assist visitors with navigating the office.
• Interview Support: Help facilitate onsite candidate interviews by preparing meeting rooms, coordinating visitor access, managing NDA sign-in procedures, and ensuring candidates receive a professional welcome.
• Employee Access & Parking: Coordinate office badges, parking permits, and parking validation as needed.
• Mail & Deliveries: Receive, organize, and distribute incoming mail, packages, catering orders, and other office deliveries.
• Vendor Coordination: Communicate with catering providers, office supply vendors, facilities teams, and other service providers to support daily workplace needs.
• Issue Resolution: Troubleshoot routine office and workplace concerns, escalating urgent maintenance issues or technical problems to the appropriate contacts.

Qualifications

• Previous experience in an administrative support, office coordination, workplace services, receptionist, or facilities support role.
• Strong organizational skills and attention to detail, with the ability to manage multiple responsibilities simultaneously.
• Excellent communication and customer service skills, with a professional and welcoming demeanor.
• A proactive, hands-on approach to keeping an office organized, functional, and well stocked.
• Ability to coordinate with employees, visitors, vendors, and building management effectively.
• Comfortable working independently and prioritizing tasks in a fast-paced office environment.
• Reliable, adaptable, and willing to assist with a variety of day-to-day office needs.