Office support coordinator

The Office Coordinator's role is not just about providing overall administrative support to the Oakland office. It's about ensuring that the office, and by extension, our operations, are running smoothly for its daily business operations. Your role is crucial in ensuring that the office is in compliance with DNV HSE. This responsibility underscores the importance of your position and the significant impact you will have on our operations.

This position is also responsible for but is not limited to, greeting guests, answering email requests, receiving/distributing incoming/outgoing packages, maintaining office supplies and equipment, planning and arranging onsite meetings, and assisting with various document productions.

This position will also give you the opportunity to work with the DNV GSS real estate and property manager. This interaction is not just about ensuring that the office complies with all regulations and follows the required processes. It's about building relationships and understanding the broader context of our operations, a facet of the role that can be both challenging and rewarding, offering you a platform for continuous professional growth and learning.

This is a 100% onsite position and will be located in the Oakland, CA, office.

What You’ll Do

• Office HSE responsibilities
  • Perform all HSE-required operational processes for the unit (office)
    • Annual HSE office tour (office safety audit). All findings should be recorded and uploaded to the HSE EA&SUS Americas SharePoint site
    • Updates of Red Folder, EPP, and Call Tree
    • Tracking and management of Environmental Aspects Register
    • Ensure that management performs an annual HSE evaluation
    • Office HSE training and drills
    • Activate One Call Now (broadcast alert system) with the approval of the manager in charge of the office
    • Review and update of ERM (office-related risks) with the HSE Regional Manager
• Facilities/IT
  • Liaison with the GSS IT team regarding general office IT issues
  • Managing spare PCs for the Oakland office
  • Access card coordination with GSS RE and Landlord
  • Maintain safe and clean office facilities and meeting rooms by complying with procedures, rules, and regulations
  • Ensuring AV equipment is functional and schedule service/repairs as required
• Office Guests
  • Serve visitors by greeting, welcoming, and directing them appropriately; notify company personnel of visitor arrival
  • Answer all incoming calls/emails and forward them to the appropriate personnel
  • Update and maintain office directories
  • Maintain security by following procedures and issuing incoming visitor badges
• Incoming/Outgoing Packages and Mail
  • Receive daily mail/packages and distribute accordingly
  • Accept and sign for incoming packages; send notification to package recipient that package arrived; log package delivery and pick-up
  • Prepare outgoing mail and packages via Federal Express, UPS, and USPS; maintain online files with tracking information
• Meetings / Catering
  • Coordination of onsite and offsite meetings and events
  • Order and organize catering for in-house meetings; work with meeting organizer to meet specific requirements; track and submit all catering invoices with proper billing codes and accounting procedures for payment
  • Prepare conference rooms for meetings: set up catering; at the close of the meeting, restore the conference room to cleanliness and order
    Assist meeting organizer with Technical / IT support; arrange reservations in Microsoft Teams and Outlook Scheduling
  • Reserve Internal Meeting Space
• Office Supplies and Machines
  • Maintain office and kitchen supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place orders for supplies; verify receipt of supplies; submit accurate billing codes to accounting for payment tracking
  • Ensure operation of shared office equipment (copy machines, kitchen appliances, printers, etc.) by completing preventive maintenance requirements, following manufacturer's instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories and equipment’s specific supplies
• Administrative Assistance
  • Coordinate complex travel arrangements, both domestic and international
  • Assist with documents, presentations, spreadsheets, and general administrative duties
  • Track, manage, and submit expenses, P-card statements, and expense reports
  • Provide administrative support by entering, formatting, and printing information