Administrative Coordinator (Contract)

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*This is an onsite Contract Position*

We are seeking a detail-oriented and organized Facilities Coordinator/Receptionist to manage our office's day-to-day facilities operations while also serving as the first point of contact for visitors and clients. This position requires a professional individual who can multitask effectively, handle a wide range of administrative and facilities-related tasks, and maintain a welcoming environment.

Key Responsibilities:

• Regular attendance is important to achieve overall company / department goals and is a requirement of this position.
• Ensure reception area is tidy and presentable.
• Oversee daily operations of office facilities, ensuring the office is well-maintained and in good working order.
• Greet and welcome visitors, directing them to the appropriate person or meeting area.
• Ensure that security protocols are followed, including issuing visitor badges and coordinating with security personnel when necessary.
• Provide basic and accurate information in-person and via phone / email / Teams.
• Manage incoming and outgoing mail, packages, and deliveries.
• Monitor and manage office supplies, including ordering and inventory control.
• Assist with coordinating meetings, including furniture setup, and layout adjustments.
• Build and maintain relationships with vendors, coordinating routine maintenance, repairs, and improvements with external vendors and contractors.
• Seating management including documentation of seating charts, coordinating moves with managers and ensuring seating is established for new hires.
• Draft and distribute internal communications related to facilities updates, office closures, or other relevant announcements.
• Assist in monitoring and managing the facilities budget, including tracking expenditures and identifying cost-saving opportunities.
• General knowledge of the company’s policies, procedures, and best known methods.
• Participate as support staff for company events and functions.
• Liaise with the on-site catering company / café staff, dealing with queries and issues as necessary.
• Receives emergency procedure training including first aid, CPR and use of an AED machine.
• Liaise with property management to comply with building requirements and processes.
• Perform other duties as required.  

Qualifications:

• High School diploma or equivalent required.
• Strong organizational and multitasking skills, with the ability to prioritize tasks efficiently.
• Excellent verbal and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Ability to handle confidential information with discretion.
• A proactive approach to problem-solving and a keen attention to detail.
• SAP Ariba experience a plus.
• Monday.com experience a plus.
• Spanish- and/or Japanese- language skills a plus.

Physical Demands and Work Conditions:

• Ability to lift up to 33 pounds.
• Comfortable with standing or walking for extended periods.
• Requires 4 to 6 hours per day at a computer screen/keyboard.
• This role is 100% in person at our Austin Headquarters location. Schedule is 8am-5pm Monday-Friday. After hours meeting support may be required with advance notice.

Diversity creates an innovative culture. TEL US is an Equal Employment Opportunity / Affirmative Action employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.