Gen ll is looking for a full-time Office Coordinator to join our growing team of 30+ professionals in our San Francisco office.
The Office Coordinator is responsible for ensuring a safe, organized, and productive workplace. The role includes overseeing daily office operations, administrative duties, inventory control, and vendor and building management relations. The role requires being in the office 4 days/week. Directly reports to the Director of Office Administration (based in New York), with indirect supervision from the location head.
Office Management and Operations
- Manage day-to-day operations of the office to foster a positive and productive work environment.
- Oversee and support all administrative tasks, ensuring a well-organized, clean, and resource-stocked office.
- Develop, implement, and uphold office policies, procedures, and protocols to improve organizational efficiency.
- Oversee conference room scheduling and management.
- Identify opportunities for office management improvements.
- Execute Business Continuity Plans (BCP) to support ongoing office functionality.
Office Resources and Vendor Management
- Act as the main point of contact for office resources (coffee, snacks, equipment, parking, badges, mail, couriers, postage, and copiers), and monitor contract renewal dates.
- Organize in-office events and training sessions, handling scheduling, staffing, catering, and cleanup for meetings and social functions.
- Manage conference room schedules to ensure equitable and efficient use.
- Coordinate with HR to assist with onboarding and offboarding processes and provide training and support to office staff.
- Maintain strong relationships with building management to ensure a safe and well-maintained office environment as well as overseeing parking with the building.
Employee Experience and Engagement
- Provide a collegial, productive employee experience by fostering an organized and well-functioning workspace.
- Assist in planning and executing in-office social and community events (e.g., holiday celebrations, team-building activities).
- Collaborate with the social committee and other groups to promote office-related functions and engagements.
- Work with internal communications to promote the office to the wider Gen II community through Viva Engage and the weekly newsletter.
- Maintain the San Francisco office intranet page.
Vendor and External Relations
- Select and coordinate with external vendors as needed to support office resources and needs.
- Maintain positive relations with building management to ensure ongoing maintenance, safety, and facility management.
Reception Duties
- Serve as the reception point, handling visitor greetings, mail and packages.
Skills, Education and Experience Requirements:
- Education: Associate or bachelor’s degree preferred.
- Experience: 2 - 5 years of administrative and executive support experience.
- Strong client service mentality with the ability to interact positively with a wide range of internal and external stakeholders.
- Multitasking capability with a thorough, process-oriented, and detail-focused approach.
- Independent judgment and critical thinking abilities in a fast-paced and evolving environment.
- Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant office management software.
- Comfortable with technology and handling of audio visual equipment.
- Personal Qualities: Dependable, flexible, patient, resourceful, and efficient.
- Communication: Excellent interpersonal and communication skills for effective interaction across all organizational levels.
Office Requirements:
- On-site Requirements: Four days in the office (Monday-Thursday), with remote work on Fridays.
- Hours: 9 am - 6 pm with a 1-hour lunch break; flexibility as needed to accommodate business demands.
- Reporting Structure: Directly reports to the Director of Office Administration with indirect supervision from the location head.
The salary range for this position is $70,000 to $80,000, in addition to a commission plan and comprehensive benefits package. Please note that the actual salary offer within that range will depend on the candidate’s experience level.
Work Arrangement
All applicants applying to Gen II Fund Services, LLC must be legally authorized to work in the United States. Please note that this role is required to work a hybrid schedule, comprised of four (4) days a week in our office and one (1) day remotely.