The primary function of the Office Coordinator is to provide premiere customer/client facing and office services to all of the business teams in the premises. These services include break/lunch coverage for a receptionist, performance of daily building inspections as liaison with Facilities and Property Management for maintaining the office equipment & identifying and reporting facilities maintenance issues that need attention, directing daily porter activities and schedule, space planning identification, events coordination & logistics support for hi profile events & hospitality services, managing the Harry Kellogg wine cellar inventory and usage activity for the Private Bank/VC/Branch entities. This role is intended for a location managed by a Peninsula office manager, office coordinator and receptionist reporting structure. Persons selected for this role would have the ability to work independently, being proactive, handle priorities with excellent proven follow-through and being A/V tech savvy. This individual should be Office Manager qualified to take on a supervisory role for locations anticipating growth of the lease term.
Reception: When the Office Coordinator is not performing duties elsewhere in the space, they should be seated at the Front desk supporting the functions listed below:
Answering incoming and internal telephone calls for the Private Bank & Capital Business Units.
Scheduling conference rooms and ensuring they are prepared for use.
Providing timely break & lunch coverage for the Receptionist.
Greeting SVB employees and Client guests.
The greeting process may include the preparation of access security badges and arranging escort for all visitors.
Seating visitors and providing beverage services, assistance with Pangeam seating availability and mail sorting.
Providing a high level of proactive client care to visitors and SVB staff alike necessary to effectively represent SVB. Showcasing Harry Kellogg Wine Cellar and management.
Act as central liaison for all Facilities communications, usually via email, to all SVB staff in that location.
Coordinating contractor and vendor access and activities.
Administer all building communications/relations with Property management to include:
Liaison with Building Engineering for base building services,
Coordinate Parking arrangements and validations if applicable.
Provide activity reports to SVB Real Estate.
Coordinate any construction/remodeling efforts at the local level in conjunction with SVB Project Management.
Manage security systems and activities as assigned and perform LSM (Local Security manager) duties.
Provide local BCM support from a Facilities perspective and liaison with SVB Real Estate on the same.
Perform location Warden duties for all Life Safety Functions and lead the local team.
Maintain all office equipment and furniture in good working order.
Manage maintenance vendors,
Make repair calls and track downtime,
Order and stock consumables (toner, paper, etc.),
Maintain all Critical Systems:
Plumbing & Electrical
Additional projects and duties as assigned.
Incoming and outgoing mail distribution to designated drop points.
Acceptance and delivery of courier and messenger packages to end users.
Manage all Conference Rooms and Hotel Office & Stations in the site to include:
Meeting/Occupancy Validation (“Bed Check”),
Pre/Post Room Cleaning,
Coordinate Catering and Consumables,
Provide Usage and User variance Reports,
Provide technical support and trouble-shooting for all conference room and touchdown A/V equipment.
Provide Event Coordination Support (ex: Holiday Parties, Gift Exchange, Charity Mixology Competition, Steering Committee, etc.).
Office Supplies Management & Pantry Services:
Inventory and Order Supplies,
Stock Pantry, Kitchen and Office Supply Points,
The Office Coordinator may oversee the activities of an outsourced Day Porter or other services provider that will be tasked with some or all of these functions.
The candidate must be a professional with strong customer service skill set and experience. Excellent verbal and written communication coupled with a professional appearance, positive attitude and flexible mind set is a must, as they are the first impression to employees and clients of SVB Financial Group. The person in this position must be punctual, energetic ability to multi-task and work in a fast paced environment, handling phone calls, customer facing care & office service tasks that at times may be heavy, includes some overtime to support after hours events activity.
Bachelor’s Degree or two years of college or relevant technical school and two additional years of relevant experience. Additional equivalent years of experience may substitute for education.
Detail oriented with the flexibility to multi-task while maintaining focus.
Proficiency with MS Word/Excel/Outlook (PowerPoint a plus).
Ability to work independently with excellent proven follow through.
Work Experience would ideally include the following:
Two years customer service experience, events & hospitality
Two years in an office services role
Supervisory or Management experience a plus