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.

Representative Tasks and Responsibilities

Management of Office - 50%

• 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.

Insurance Coordination - 50%

• 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.

Qualifications

To perform job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• Associates degree required; bachelor's degree preferred.

Specialized Knowledge and Skills

• 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

Experience

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

Physical Demands and Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the responsibilities of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical demands

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.

Work environment

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

Benefits:

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 Insurance, Critical Illness Insurance, Accident Insurance, Hospital Indemnity Insurance, Home & Auto Insurance, Family Support, Pre-tax Paid Parking/Public Transportation, Paid time off, Time Away Benefits, 10 Paid Holidays, Group Legal, Employee Stock Purchase Plan, Identity Theft Protection, Pet Insurance, Employee Assistance Program

Disclaimer: The salary and benefits information is accurate as of the date of this posting. The Company reserves the right to modify this information at any time, subject to applicable law.

EEO Statement: BCCIis an equal opportunity employer. We evaluate qualified employees and applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, and other legally protected characteristics.

The salary range for this position is $60,000 - $75,000.