Office and Risk Administrator

Purpose

The office administrator will support Silicon Valley office management and will also perform Insurance Coordinator duties. This position will play a critical role in maintaining an organized and engaging work environment that supports the needs of all staff. This position will work with the business unit leader to manage general office operations and procedures including functioning of the facility and coordinating office events.

This role will also be expected to work closely with the legal, risk and compliance team to manage insurance certificates.

• Provide concierge services for clients and visitors.
• Ensure facilities are clean, organized, and safe for employees and visitors.
• Manage vendor selection and relationship management.
• Maintain office supplies and equipment inventory.
• Manage incoming and outgoing mail and packages.
• Work with IT to ensure equipment needs are met (computers, printers, network, phones, etc.).
• Assist HR with onboarding new employees (workspace, welcoming, etc.).
• Maintain office and event calendars.
• Manage and coordinate event planning and logistics.
• Implement office Occupational Health, Safety, and Security plans (ergonomics, emergency response, etc.).
• Manage annual office management budget in coordination with SF Office Manager.
• Maintain tenant records.
• Resolve complaints, problems and requests from tenants.
• Maintain building security and card access system.
• Oversee security, fire prevention and other safety systems.
• Handle site and building maintenance issues.
• Contract service contractors as needed to maintain, repair or improve the property.
• Oversee contractors and inspect completed work.
• Assist with emergency response and evacuations.
• Monitor building maintenance budget.

• Confirm project specific insurance requirements. Request, receive, track and file all project related insurance certificates. Ensure accuracy of all certificates received. Maintain insurance files on a per project basis and request updated certificates prior to their expiration date.
• Responsible for coordinating with people from several company departments. Manage compliance requirements, provide support to Project Managers, and obtain Pre Lien info for projects.
• Upload insurance certificates to “X/Shared drive” and to Procore for each project. Follow up with Subcontractors and BCCI Teams about insurance certificates and email status updates for every job. Submit Insurance certificates to the property buildings for every project via email.

• Associates degree required; bachelor’s degree preferred.

• Excellent verbal and written communication skills.
• Excellent interpersonal and negotiation skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Proficient with MS Office.

• 2-4 years professional experience in office, facilities, and project management.
• Hospitality and event coordination experience a plus.

While performing the duties of this job, the employee is occasionally required to stand, walk, sit; use hands to finger, handle or feel objects, tools, or controls; reach with hands and arms; climb stairs; balance, stoop, kneel crouch, or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

This employee generally performs this work in an office environment. The noise conditions are usually minimal to moderate.

The Company offers the following benefits for this position, subject to applicable eligibility requirements:
Medical Insurance, Dental Insurance, Vision Insurance, Health Savings Account, Healthcare Flexible Spending Account, Dependent Care Flexible Spending Account, 401(k) retirement plan with employer match, Life & AD&D Insurance, Long-term Disability Insurance, Short-term Disability…