Admin and Facilities Coordinator

Summary

Join IntelliPro as an Admin and Facilities Coordinator in Irvine, CA! This contract position requires managing administrative tasks, ensuring smooth office operations, and providing excellent support. You will greet clients, manage office maintenance, coordinate meetings, and handle various administrative duties. Proficiency in Microsoft Office Suite and excellent communication skills are essential. Familiarity with Slack and Confluence is a plus. IntelliPro offers a comprehensive benefits package.

Requirements

• Excellent internal and external customer service skills
• Professional appearance and demeanor
• Ability to work independently and collaboratively, with excellent written and verbal communication skills
• Proficiency in Microsoft Excel, PowerPoint, Word, Outlook, and G-Suite

Responsibilities

• Greet clients and visitors with a positive and professional attitude
• Assist clients and guests in navigating the office environment
• Support onboarding and offboarding processes, including preparing badges, registering check-ins, setting up staff benefit accounts, and configuring workstations as needed
• Ensure workplace security by managing visitor logs and issuing, checking, and collecting badges
• Process office maintenance and repair requests to ensure a safe and functional workspace
• Assemble, maintain, ship, and track office equipment and materials
• Coordinate with external vendors for project billing and prepare monthly reconciliation reports
• Prepare meeting rooms and organize internal and external meetings, including team meetings, all-hands meetings, off-site meetings, and one-on-one discussions
• Assist with food orders, luncheon planning, and other business-related meeting arrangements
• Answer, forward, and screen phone calls professionally
• Sort, distribute, and process incoming and outgoing mail and packages
• Restock snacks and office supplies, maintain inventory, and manage supply levels
• Maintain cleanliness by preparing coffee machines and operating dishwashers as needed
• Perform a variety of administrative tasks, such as copying, note-taking, and arranging travel plans
• Provide assistance with overflow work, special projects, and backup support for other administrative roles
• Organize events and handle additional administrative or project duties as requested

Preferred Qualifications

• Familiarity with Slack and Confluence
• Interest or passion for the gaming industry

Benefits

Comprehensive benefits package