Office Coordinator

Gen II Fund Services · United States

Gen ll is looking for a full-time Office Coordinator to join our growing team of 30+ professionals in our San Francisco office. The Office Coordinator is responsible for ensuring a safe, organized, and productive workplace. The role includes overseeing daily office operations, administrative duties, inventory control, and vendor and building management relations. The role requires being in the office 4 days/week. Directly reports to the Director of Office Administration (based in New York), with indirect supervision from the location head. Office Management and Operations

• Manage day-to-day operations of the office to foster a positive and productive work environment.
• Oversee and support all administrative tasks, ensuring a well-organized, clean, and resource-stocked office.
• Develop, implement, and uphold office policies, procedures, and protocols to improve organizational efficiency.
• Oversee conference room scheduling and management.
• Identify opportunities for office management improvements.
• Execute Business Continuity Plans (BCP) to support ongoing office functionality.

• Act as the main point of contact for office resources (coffee, snacks, equipment, parking, badges, mail, couriers, postage, and copiers), and monitor contract renewal dates.
• Organize in-office events and training sessions, handling scheduling, staffing, catering, and cleanup for meetings and social functions.
• Manage conference room schedules to ensure equitable and efficient use.
• Coordinate with HR to assist with onboarding and offboarding processes and provide training and support to office staff.
• Maintain strong relationships with building management to ensure a safe and well-maintained office environment as well as overseeing parking with the building.

• Provide a collegial, productive employee experience by fostering an organized and well-functioning workspace.
• Assist in planning and executing in-office social and community events (e.g., holiday celebrations, team-building activities).
• Collaborate with the social committee and other groups to promote office-related functions and engagements.
• Work with internal communications to promote the office to the wider Gen II community through Viva Engage and the weekly newsletter.
• Maintain the San Francisco office intranet page.

• Select and coordinate with external vendors as needed to support office resources and needs.
• Maintain positive relations with building management to ensure ongoing maintenance, safety, and facility management.

• Education: Associate or bachelor’s degree preferred.
• Experience: 2 - 5 years of administrative and executive support experience.
• Strong client service mentality with the ability to interact positively with a wide range of internal and external stakeholders.
• Multitasking capability with a thorough, process-oriented, and detail-focused approach.
• Independent judgment and critical thinking abilities in a fast-paced and evolving environment.
• Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant office management software.
• Comfortable with technology and handling of audio visual equipment.
• Personal Qualities: Dependable, flexible, patient, resourceful, and efficient.
• Communication: Excellent interpersonal and communication skills for effective interaction across all organizational levels.

• On-site Requirements: Four days in the office (Monday-Thursday), with remote work on Fridays.
• Hours: 9 am - 6 pm with a 1-hour lunch break; flexibility as needed to accommodate business demands.
• Reporting Structure: Directly reports to the Director of Office Administration with indirect supervision from the location head.