First Impressions Coordinator

About the position

The First Impressions Coordinator is a highly visible role in a high traffic location that serves as the first point of contact for all guests visiting Guidewire Software Headquarters in San Mateo. The position requires poise, tact and diplomacy while greeting and supporting Executives and their Administration team, global Guidewire employees, and customers. Providing a high standard of hospitality, customer service, and positive energy to everyone at all times is an imperative skill in this role. It is important that the First Impressions Coordinator ensures the security of Guidewire's employees and proprietary information by allowing only escorted visitors into our secure office space. The position requires attention to detail while answering phones, responding to inquiries from a diverse population, composing accurate messages and, scheduling appointments. In addition, the First Impressions Coordinator will have administrative support duties which includes filing, copying, budget tracking, scanning and projects that require MS Office skills. The position will have regular access to company information, requiring professional discretion and confidentiality at all times. Guidewire is an exciting, fast-paced environment requiring the ability to juggle multiple competing tasks and demands.

Responsibilities

• Concierge level visitor experience, welcoming visitors, employees and trainees by greeting them in person or by telephone and following our visitor check-in process
• Enforce security and access protocols
• Order and distribute office supply, including specialty items for various departments
• Employee and contractor on-boarding and seating assignments at local office
• Update workplace policies and/or processes relevant to intradepartmental and cross functional business operations
• Vendor management; office suppliers, courier accounts, catering services
• Sort and distribute mail and packages daily
• Oversee general appearance of lobby area and conference rooms
• Assist with conference room center management and bookings
• Event management and coordination for internal and external stakeholders, working closely with the EA team
• Handle catering orders, delivery and set up upon request
• Manage and respond to Workplace tickets Ensure consistent communication and processes
• Manage and update internal documentation and shared sites
• Collaborate with Global Workplace team on communications and internal projects
• Coordinate and maintain Workplace services and operations (i.e. micro-kitchens, janitorial services, maintenance, building access, employee amenities)
• Support team with setup and takedown of furniture and equipment; reconfigurations, learning center, outdoor terrace, company meeting and special event
• Assist with space management and planning activities, office events, inventory, space allocation tracking, space utilization
• Participate in becoming part of the Emergency Response Team (BERT)
• Special projects as assigned by manager

Requirements

• 2+ years of related facility experience
• High level of customer service and employee engagement
• Strong organizational and time management skills; ability to work with a high sense of urgency within established timelines, exercising consistent follow-through/follow-up when necessary
• Must be available to occasionally escort vendors through the space during after-hours and weekends
• Proficient in Google Workspace environment: Gmail, Google Drive, Calendar, Sheets, Slides and Forms
• Willingness to learn new systems; ServiceNow, SiQ, LumApps, ZIPm Coupa, Concur
• Some knowledge of ergonomics and life safety systems
• May be required to move furniture and boxes weighing up to 40lbs

Benefits

• 401k
• health_insurance
• dental_insurance
• vision_insurance
• life_insurance
• disability_insurance
• paid_holidays
• paid_volunteer_time
• tuition_reimbursement
• employee_discount_programs
• professional_development
• flexible_scheduling