Office Coordinator

Who is Forcepoint?

Forcepoint simplifies security for global businesses and governments. Forcepoint’s all-in-one, truly cloud-native platform makes it easy to adopt Zero Trust and prevent the theft or loss of sensitive data and intellectual property no matter where people are working. 20+ years in business. 2.7k employees. 150 countries. 11k+ customers. 300+ patents. If our mission excites you, you’re in the right place; we want you to bring your own energy to help us create a safer world. All we’re missing is you!

The Office Coordinator (Contractor) will consistently deliver office support services at exceptional levels of responsiveness and quality to support Forcepoint in achieving its organizational objectives.  The working hours for this position will be 8:00am to 2pm, Monday – Friday, 30 hours a week - Austin corporate office.

***This is a long term contractor position***

Job Responsibilities Include:

• Responsible for ensuring that the general office environment is maintained to a safe, hygienic and effective level, including the reporting and coordination of maintenance and fault repairs with vendors.
• Ensure building security is maintained by correctly following all security procedures, especially when signing in visitors and issuing or retrieving security credentials and being responsible for security access control management.
• Responsible for the physical key management system and asset tracking, reporting all security incidents – however minor – to the Corporate Security team.
• Advise and assist FP employees with using the online desk booking system, ensuring that daily safe-working limits and any issues are highlighted straight away.
• Monitor office supplies inventory, ordering and restocking items for all common areas and conference rooms
• Ensure conference rooms and meeting areas are maintained in an orderly manner and ensure setup and breakdown of spaces for meetings and special events.
• Complete all Day One tasks for new hires, including taking photographs and issuing ID badges.
• Ensure new FP employees receive way finder maps and COVID run rules with signage descriptions to assist them in integrating into the organization as quickly and safely as possible.
• Regularly inspects site and make recommendations on security, preventative maintenance and janitorial issues.
• Oversee the daily operation of the HQ mailroom to ensure that products and items are shipped and received in an effective and timely manner to support Forcepoint global operations.
• Manage the shipment and receipt of all products, materials, and supplies, completing all necessary paperwork, logging tracking numbers and arranging collection of items as needed.
• Manage the documentation required to track, trace, and update the status of incoming and outgoing shipments.
• Communicate effectively with and give clear direction to vendors and their employees involved in the shipment and receipt of products.
• Maintain the inventory of shipping materials and supplies; restock as needed to ensure that consignments are not delayed.
• Develop and maintain positive relationships to successfully deliver quality customer service to internal and external customers.
• Provide an efficient and professional administrative support service.
• Confidently use office software tools to produce, amend and format documents and presentations to a professional standard.
• Raise Purchase Orders (POs) for Facilities services, document, and track progress, and receive POs once submitted for payment.
• Serve as designated fire warden, providing advice in fire prevention planning and ensuring employees and visitors are directed to the assembly points in the event of a drill or fire.
• Serve as designated First Aider, completing CPR and First Aid certification within 6 months of hire.
• Ensure that the Facilities Manager, EHS and Security are alerted to any security or safety concerns, however minor.
• Report COVID related issues as appropriate to Facility Manager and Security.
• Participate in ongoing technical, safety, and operational process training programs.

Requirements:

• Polished, professional appearance.
• Helpful and sincere attitude.
• Flexible ‘can do’ attitude, self-initiative and reliable.
• Highly organized and efficient with the ability to multi-task.
• High level of integrity.
• Familiarity with Microsoft Office applications.
• Excellent interpersonal and communication skills and the ability to meet timelines and deliverables.
• A High School diploma or equivalent is required
• 1 - 3 years of experience working in facilities and building maintenance is required
• Working knowledge of basic office t