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Corporate Services/Facilities Coordinator

Expired Job

Invitae San Francisco , CA 94118

Posted 5 months ago

The Corporate Services/Facilities Coordinator position performs a vital role for Invitae's Real Estate, EH&S, and Facilities/Operations Department. This position will organize and coordinate administrative duties and office procedures within the Facilities Department.

Responsibilities include scheduling meetings and appointments, supporting all Corporate Services programs, and providing administrative support for the Facilities Department and all employees of Invitae. Position also requires management of employee and/or contracted personnel, documentation, daily activities, and employee related functions and limited EH&S work. Candidate must be an organized, detail-oriented individual who is capable of managing multiple projects at once in a fast-paced environment. Candidate should be a deadline driven professional with a strong work ethic.

Ultimately, the Corporate Services/Facilities Coordinator's role is to create and maintain a pleasant work environment, ensuring high levels of effectiveness, communication, and safety, while providing the highest level of customer service the Facilities Department is known for.

Essential Functions

Corporate Services

  • Responsible for the food program for all offices and break stations, to including managing food orders, inventory, and delivery dates, weekly lunch catering (including remote offices), coffee stations, beverage ordering (beer kegs and wine), and food programs (specifically administrating users) such as My Eat Club.

  • Will be responsible for ensuring menu (weekly catering) is conveyed over various programs such as Slack to improve employee awareness.

  • Position will be responsible for ensuring all dietary restrictions and considerations are upheld through the various food programs.

  • Responsible for ordering and maintaining office supplies for San Francisco, Palo Alto, and Oakland. Will assist remote sites (such as, Solana Beach, Irvine, Dallas, and Boston) will office supplies orders.

  • Provide corporate services support to all remote offices (Palo Alto, Oakland, Irvine, Solana Beach, and Boston) by maintaining constant communication to determine their needs.

  • Will support all departments with event support (in-house and off-site activities) like parties, celebrations, and conferences during and after business hours. To including ordering supplies or catering, set-up, supplies (cups, plates, etc.), company communications.

  • Will manage waste programs to include confidential/proprietary waste disposal (Shred-It), Garbage (Recology and various agencies) and E-Waste (work with Computing Department).

  • Will be responsible for ordering all first aid supplies including medications for all offices.

  • Will contribute to all department efforts by accomplishing related results as needed.

Facilities Coordinator

  • Manage parking pass program. To include working with vendor, ordering pass (badges) and stickers, tracking passes and conducting audits of program and passes.

  • Will administer and assist with the Tikkit (Facilities ticketing program) systems to include executing all tickets assigned for Corporate Services.

  • Will be responsible for ordering all Facilities supplies to include furniture for remote sites, printers, copiers and tools. Per Facilities Management.

  • Will manage the invoice process by tracking, getting signatures, and delivering to the Accounting Department. Ensuring all items are invoiced and paid in a timely manner.

  • Will be responsible for creating all department Purchase Orders (PO's) and receiving all pertinent approvals.

  • Will be responsible for all department accruals and communication to the Accounting Department.

  • Will be responsible for reconciling the Department credit card on a monthly basis.

  • Manage contract and price negotiations with office vendors, suppliers, service providers, and office lease.

  • Assist the Talent Operations team with onboarding by conducting the new hire presentation during orientation.

  • Conduct administrative task such as scheduling meetings, appointments, and training for the Facilities Department.

  • Will assist Facilities Management with Quarterly Business Review slides and presentation.

  • Will contribute to all department efforts by accomplishing related results as needed.

EH&S/Real Estate

  • Will respond to building emergencies as needed and will be a member of the emergency response team.

  • Will attend all applicable emergency response training to fulfill required needs of this position. All training requirements will be determined by the Facilities management team.

  • Will conduct monthly inspections with EH&S consultants.

  • Will maintain manifests, SDS, and other required paperwork for the EH&S functions (as directed by Facilities Director).

  • Will conduct periodic walk throughs of all labs with an emphasis on labeling, Personal Protective Items (PPI), and items that require disposal.

  • Will coordinate and work with vendors (such as, Stericycle and Veolia) that specifically handle Hazardous Waste.

  • Will be responsible for ordering all pertinent equipment or items needed to fulfill the company's requirements and compliance.

  • Will conduct ergonomic evaluations as needed and will order all equipment necessary per the evaluation.

  • Will assist the Director of Real Estate by maintaining all leases and other pertinent information. Director of Real Estate will provide instruction for this role upon hiring.

  • Responsible for administering and maintaining various emergency notification programs such as, Computing's Status Page and Send Word Now.

  • Will contribute to all department efforts by accomplishing related results as needed.

Competencies

  • Customer/Client Focus.

  • Communication Proficiency.

  • Problem Solving/Analysis.

  • Project Management.

  • Ability to work well without supervision.

  • Ability to work under pressure.

  • Critical and creative thinking skills.

  • Time Management and ability to multi-task and prioritize work.

Supervisory Responsibility

Position will have supervisory responsibility over on-site contractor for the food program. Contractor is responsible for food prep and break station cleanliness.

Work Environment

Work is regularly performed in a combination of office and lab environments and is regularly exposed to dust, odors, and noise.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. Must be able to lift 50 pounds.

Position may require long periods of standing or walking based on organization's needs. Must have the ability to conduct duties in inclement and extreme weather conditions.

Must be able to work independently without direct supervision.

Position Type/Expected Hours of Work

This is a full-time position. Standard days and hours of work are Monday through Friday; the employee and the management team of the Facilities department will set daily hours of work. This position requires overnight on-call duty and the ability to work during nonstandard hours when the need arises.

Travel

Travel may be required to Invitae's remote offices. Travel outside of the Bay Area will be coordinated at least two weeks' in advance.

Required Education and Experience

  • Must be customer service oriented. This is a high priority.

  • Associate Degree in Business or a related field required (Bachelor's Degree preferred).

  • At least 5-years' experience working in office administration, Facilities, or Corporate services.

  • Must have a strong sense of discretion, integrity, and professionalism.

  • Must pass a comprehensive background check.

  • Must possess excellent oral and written communications skills.

  • Must possess a valid driver's license.

  • Must have outstanding customer service skills and be willing to engage staff in a pleasant manner regardless of situation.

  • Must be able to work effectively under pressure and against strict time constraints.

  • Must have the ability to prioritize and manage multi-functional tasks.

  • Must possess a creative mind with an ability to suggest improvement for the betterment of the company and department.

  • Available to work a flexible schedule: including overtime, nights, weekends, and holidays.

  • Computer literacy with the ability to work on MAC (desktop and iOs) and PC platforms. This includes the ability to work with Microsoft office products (Word, Excel, Power Point, etc.).

Additional Eligibility Qualifications and Requirements

  • Candidate must obtain First Aid, CPR, and AED certification.

  • Must obtain sufficient training (on-line, on-the-job, classroom, etc.) of employee and facility protection systems: Life Safety, Fire Extinguishers, alarm systems, and various EH&S programs (to be determined by Facilities Management).

  • Must become proficient in the use of any additional computer platforms, equipment, and/or programs as determined by Facilities management to fulfill job requirements.

At Invitae, we value diversity and provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. We will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance.


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Corporate Services/Facilities Coordinator

Expired Job

Invitae