Office Coordinator

Quartzy is seeking an Office Coordinator on-site at the Hayward Headquarters.  In this role, you will organize and coordinate office operations and procedures, in order to ensure organizational effectiveness, efficiency and safety.

The ideal candidate will be experienced in handling a wide range of administrative and support related tasks and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people. This is a temporary role with the possibility of regular full-time employment.

Quartzy is the world’s #1 lab management platform. Every day, hundreds of thousands of scientists from all over the world improve the efficiency of their research by using Quartzy. Our software combines lab resource management and eCommerce, producing unique value in this large market, returning time to researchers who can focus on their next discoveries. Our customer range from wine makers, to food/ag companies, to companies working on COVID testing and therapies. We are humbled every day to serve them.

What You’ll Do

• Office Management:  Cultivate and foster a positive and productive culture in the office.
• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
• Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
• Responsible for the facilities day-to-day operations such as distributing building access keys and back-up to security access cards, mailing, shopping, supplies, equipment, bills, errands, etc
• Provide general support to visitors
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Participates as needed in special department projects.
• Onboarding:  Ensure a smooth candidate to employee experience by working closely with recruiting, hiring managers and IT.
• Oversee the pre-employment background checks; work with the outside vendor for follow-up and questions
• Interact with prospective new employees, People team and hiring managers to ensure a successful and positive onboarding experience by designing, implementing and maintaining a high touch on boarding experience taking into account differences between departments

What We’re Looking For

• At least 1 year of proven office management, administrative or assistant experience
• Knowledge of office management systems and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficiency in G-Suite of applications

What We Offer

• Great Culture – Participate in our fun events like  speaker series, virtual happy hours & company/department off-sites
• Remote Team –  We’re 100% distributed so you can live anywhere in the US!
• Transparency –  Weekly all company stand ups, monthly town halls, quarterly state of the start ups and anytime access to co-founders
• Generous Time Off – Take the time you need, when you need it
• Internet Stipend – Quartzy provides a monthly stipend for your internet service
• Great Gear – We’ll set you up for success with the latest tech and help you outfit your home office.