Workplace Assistant

About the role...

The Workplace team powers and connects the workday for all HashiCorp employees through four pillars; culture & experience, environment, operations and our portfolio of global offices.  These all play a meaningful role in providing a support system for employees, whether they work in an office or at home.  

We are hospitality and experience-driven at the core.  We are made up of People people, meaning that we love supporting each other and all of the People in our workplace. We tackle the good and the bad with optimism and with a positive, kind approach to solving problems, dealing with the obstacles handed to us, and proactively creating good around us.  We think about each moment through the lens of our colleagues (our customers) so that we can create thoughtful and memorable experiences no matter what task we have at hand.

We are looking to hire a Workplace Assistant to be a part of the global Workplace team and be based out of our San Francisco HQ office.  Our San Francisco office houses approximately 230 seats and 40 meeting rooms. The Workplace Assistant will be the first point of contact in the San Francisco office for employees, visitors, customers, and vendors. This role will also monitor entry into our space, providing assistance to those who arrive, and crafting a welcoming environment into the workplace. You will also contribute to the smooth and efficient operation of the office by ensuring the receptionist area and meeting spaces are kept neat and clean, completing workplace requests from employees, and finishing assigned tasks to support our operational workflows.

In this role you can expect to...

• Be present at the reception desk during business hours, Monday through Friday from 8:30am - 5:00pm PT
• Greet employees, visitors, customers, and vendors, making them feel welcome and comfortable
• Manage the intercom system and the visitor registration system
• Implement HashiCorp’s Covid and security protocols
• Maintain a clean, organized and welcoming reception area
• Review and forward voicemails from the main line to the appropriate party
• Support mail and packaging assistance including printing shipping labels and accepting deliveries of packages - triage, distribute, keeping it all organized
• Stay on top of upcoming onsite meetings, including understanding the attendee list, their specific needs, and preparing the space for the meeting
• Keep the office tidy, clean, stocked, organized and looking polished
• Create a wonderful workplace experience and environment for employees, visitors, recruits, customers and vendors
• Partner with the Workplace team to produce thoughtful and inclusive office experiences and events that are consistent with other office locations and the global strategy
• Work with property management for visitor access and building maintenance requests
• Support business card orders, swag orders, key card requests, onsite meetings, and employee desk reservations
• Assist with answering workplace tickets in a kind and timely manner
• Be an active member of the Emergency Response Team
• Support and provide back-up for the Workplace team
• Assist with ad-hoc projects when time allows
• Contribute in ways beyond this high level overview of the role’s responsibilities

What you’ll need (minimum qualifications):

• Experience working in facilities, workplace operations, office administration, or hospitality fields

What's nice to have (preferred qualifications):

• Genuine passion for supporting others and a contagiously positive attitude
• The capability to anticipate others' needs and act with patience, kindness, and firmness
• Excellent written, non-verbal, and verbal communication skills; the ability to work well with various personality types, and are receptive to feedback...all while maintaining a high degree of professionalism and confidentiality
• Proficiency with G-Suite Products or the ability to learn software quickly
• Excellent organization, planning and prioritization skills 
• Exceptionally strong ownership and can-do attitude with an operational mindset
  Comfortable working autonomously, balancing multiple tasks under tight deadlines, switching gears at the drop of a hat, and having a “no task too small” mentality
• Willingness to jump in where needed, picking up projects and checking things off lists even when it lands on your plate unexpectedly
• An eye for detail with regards to all things from process to projects to space to events
• The ability to maintain a professional and kind game face even when things aren’t going as planned or desired; a curiosity about problem solving quickly and quietly
• A proven sense of self awareness and the desire for feedback to adapt and grow
• Have an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations and can contribute to the creation of a diverse, equitable and inclusive work culture

Mental/Physical Qualifications:

• Must be able to lift 25 pounds

HashiCorp welcomes all qualified candidates who have authorization to work in the United States to apply - HashiCorp will not be sponsoring visas for this role at this time. 

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Last updated on Aug 22, 2024