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Velaura

Posted 1 month ago

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Office Admin / Receptionist

Santa ClaraOn-siteFull-time

AI Summary

Manages front-office operations and reception for a Santa Clara office, serving as the first point of contact for employees, visitors, and vendors while coordinating meetings, facilities, and administrative support.

About this role

Role Overview

Velaura is seeking a professional, organized, and resourceful Office Administrator / Receptionist to support the day-to-day operations of our Santa Clara office. This role will serve as the first point of contact for employees, candidates, visitors, and vendors while helping maintain a welcoming, efficient, and well-organized workplace. The ideal candidate is proactive, service-oriented, and comfortable managing multiple priorities in a fast-paced environment.

Responsibilities

  • Serve as the first point of contact for employees, candidates, visitors, and vendors; manage reception, visitor registration, building access, and a professional front-office experience.
  • Manage general inquiries, mail, packages, courier requests, conference room calendars, and the readiness of shared meeting spaces.
  • Coordinate with facilities, janitorial, and other vendors to support smooth daily office operations and timely resolution of workplace needs.
  • Manage office supplies, snacks, beverages, and workplace inventory; place orders, maintain accurate records, and help track invoices and vendor documentation.
  • Support onsite interviews, meetings, company lunches, employee events, and onboarding and offboarding activities, including workspace, badge, and equipment coordination.
  • Provide general administrative support to executives and team members, handle confidential information with discretion, and proactively identify and resolve day-to-day operational issues.

    • Required Qualifications

  • Two or more years of experience in office administration, reception, workplace operations, executive support, or a related role.
  • Strong organizational skills, attention to detail and the ability to prioritize and manage multiple requests efficiently.
  • Proficiency with Google Workspace or Microsoft Office, calendar management, video-conferencing tools, and standard office equipment.
  • Excellent verbal and written communication skills.

    • Preferred Qualifications

  • Experience supporting executives or managing office operations in a fast-paced start up environment.
  • Experience coordinating interviews, employee events, facilities requests, vendors, invoices, and purchase orders.
  • Familiarity with Google Calendar, Zoom, Slack, and applicant-tracking systems.

    • Skills

    Applicant-tracking SystemsCalendar ManagementGoogle CalendarGoogle WorkspaceMicrosoft OfficeSlackVideo-conferencing ToolsZoom

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