Sr. Office/Reception Coordinator

Couchbase Headquarter’s Senior Workplace Coordinator will be responsible for day to day office operations working alongside the Director of Real Estate and Workplace in our exciting new space at One Santana West.  

The position covers a wide range of tasks and is an integral part of office culture, bringing employees together and creating a world class working environment.  This position is a full-time in-office role. This position will include and is not limited to the following responsibilities:

Front Desk (primary task) 

• Greet guests as the first point of contact and be a key initial element of the Couchbase culture.
• Ensure a positive guest experience for visiting leaders, Board of Directors, customers, interviewees, and other guests.
• Manage visitor badging system. 

Office Environment

• Respond to and fulfill office requests related to ergonomics, office supplies, vending/food orders, office moves, repair and maintenance, etc.
• Assist in maintaining snack and lunch programs and oversee lunch set-up and service (generally once a week).
• Keep the office environment in good order. Direct janitorial staff to areas needing attention.   
• Ensure office and conference rooms are presentable for employees and customers.  Work with IT team to resolve any AV issues.

Vendor Management

• Manage relationships with landlord, janitorial, maintenance, food service, office supplies vendors, and with construction teams.
• Manage projects in a timely way, communicate with the Director and to building management as needed.  
• Ensure quality of service, and continually gauge employee satisfaction with services provided.  

Shipping and Receiving

• Manage receipt and distribution of mail and packages. 
• Manage shipping of items as required.  

Communications

• Manage communications in-office via Slack, including events, construction projects, repair and maintenance, and service changes, etc.  

Event Management

• As needed, manage events for customers and for employees.
• Work with Director to collect monthly/quarterly metrics on office occupancy, office supply inventory, corporate credit card expenses, food costs as needed.  

Office Safety

• Assist in conducting quarterly office safety checks. Maintain safety documents per office safety policies.
• Assist with Environmental, Health and Safety compliance requirements and quarterly metrics collection.
• Be prepared to manage any emergency.  Keep emergency contacts available for use by employees as needed.  Be prepared to respond to an office emergency even when you’re not on site.  

Experience

• 2 to 3 years experience in a fast-paced corporate environment with a customer service focus
• Able to balance many small projects at a time and handle time sensitive transactions proactively, quickly, and efficiently
• Enthusiastic and energetic, quick thinking, good communication skills using multiple communication tools
• Experience planning small events and activities a plus