Facilities Admin 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, statements of work, etc.*

• Provide administrative support for other departments as requested. 

• Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures. *  

• Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company. *  

• Ensure other members of the department follow the QMS, regulations, standards, and procedures. *  

• Perform other work-related duties as assigned. *Indicates an essential function of the role  1 of 3 Position Qualifications

 

Minimum education and experience:  

• High School or GED with 1+ years of increasingly responsible administrative experience, or an equivalent combination of education and experience  

 

• Excellent written, verbal, and interpersonal skills are required  

• High level of proficiency with Microsoft Office tools and Adobe Products  

• Ability to prioritize assignments in a fast-paced multi-task environment  

• Organized, detail-oriented, and proficient in mathematics  

• Strong oral, written, and interpersonal communication skills Working Conditions  

• General office, laboratory, and cleanroom environments.  

• Willingness and ability to work on site. May have business travel from 0% - 5%.

• Requires some lifting and moving of up to 25 pounds.  

• Potential exposure to blood-borne pathogens.

• Must be able to move between buildings and floors.  

• Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day.  

• Must be able to read, prepare emails, and produce documents and spreadsheets.    

• Must be able to move within the office and access file cabinets or supplies, as needed.

• Must be able to communicate and exchange accurate information with employees at all levels on a daily basis.