Office Manager – Contractor

Company Operations / Palo Alto, CA, United States

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Office Manager (Part-time Contractor)
The Flipboard Office Manager plays an integral role in contributing to the well-​being of Flipboard employees and team culture​. This is one of our most important and visible roles because it touches almost everyone at Flipboard Palo Alto.

You must be approachable, a strong multi-tasker, able to prioritize and re-prioritize, willing to​ hear the ideas and suggestions of employees while gathering information, creating solutions, presenting and implementing action plans. A love for customer service will be important, while also being able to push back on requests that should be handled by employees or teams themselves. This role is a part-time contractor position, 30 hours/week, $25/hour.
Day to day responsibilities will include: 

Building Vendor Management: janitorial, city of Palo Alto garbage pick up, HVAC, repairs/handyman, plumber, electrician, lighting, 1st aid supplies, pest control, roof, landlord relationship

Food & Kitchen​ Management: manage vendor services for ​beverages & snacks, daily ​lunch, and daily ​buffet ​breakfast; manage our recycling program; purchase and set up food and drinks for our weekly 5pm Thursday social; purchase and set up food for various meetings (this is not too frequent); do a sweep through the kitchen several times a day to keep counters uncluttered, organized and clean; keep kitchen cabinets and drawers well organized, purchasing new items and purging excess items as needed

Building Access & Hospitality: provide a friendly welcome to visitors and watch over them until whoever they are here to see has picked them up; manage the flow of front door visitors; fill the candy jar and set up flowers at the front desk every Monday

Incoming Mail & Deliveries: manage the flow of delivery vendors; sign for incoming packages; daily distribute incoming mail, deliveries and packages

Office Supplies: maintain inventory of office supplies including printer paper, pens, and more​; hand-stock restrooms ​and kitchen with hand soap from Whole Foods; stock kitchen scrub brush and dish soap

Desk Space: work with HR to prepare desks for new team members, or to help existing team members move; when the need arises, work with vendors to provide ergonomic evaluations; purchase desk lamps as requested

Employee ​Transportation: ​manage CalTrain GoPass program; keep employees informed of options for parking their personal cars in downtown Palo Alto; manage our building parking lot

Overall Office Organization: daily conference room sweeps to remove excess supplies, cans, etc., stock white board markers and erasers, tuck in chairs; keep an eye on the overall condition of all furniture; keep an eye on and maintain the overall clean and organized appearance of the office; manage our offsite storage inventory; organize bi-annual employee spring cleaning; work with space owners to better organize storage closets, purging where possible

Company & Team Events​: partner with team members to set up furniture and related props for company and team events, utilizing vendors as needed; order and oversee ​catering 

Special Projects: ​as time allows, assist HR with culture events such as ​monthly birthday celebrations, anniversaries, holiday toy drive, etc.; other misc. as requested and as time allows

3+ years in office management supporting an organization of 70+ employees
Highly adaptable, comfortable with change and ambiguity, capable of quickly rallying teams and resources around key issues
Expert project management skills, for various ad hoc projects
Must be customer service oriented: friendly, outgoing, positive, courteous and a professional demeanor
Ability to build strong working relationship with fellow employees, customers, and partners
Self-starter with the ability to work independently as well as in a team environment
Problem solver & executor who can go into a meeting and walk away creating action items
Excellent attention to detail and communication skills