Office Manager / Receptionist

Posted last week
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Working time Full time
Language(s) spoken French (Fluent), English (Fluent)

Office Manager / Workplace Concierge: 6 - 12 month contract

Start date - Immediate

Pivotal’s Story

As a recognized leader in disciplined agile and lean software development practices, Pivotal combines the Silicon Valley state of mind, modern approach, and infrastructure with organizations’ core expertise and values. Our cloud-native platform and suite of data tools drive software innovation for many of the world’s most admired brands, helping enterprises move at start-up speeds and with greater business agility. We optimize for change and teach next-generation developers to create and build new solutions, and are committed to open source and open standards.

Our methodology is about evolving, in both development and innovation, and our culture is empowering. Our 2,000 employees across offices worldwide subscribe to an ethos of kindness. We make a point to bring empathy to each and every project, and are guided by a purposeful mission—to transform how the world builds software.

Position Overview:

At Pivotal, the Workplace Concierge is highly visible as the first point of contact for Pivotal clients, employees and guests. As the face of Pivotal seated at the reception desk, the Workplace Concierge is responsible for delivering exceptional customer service while acting as air traffic controller, managing day to day operations and maintaining an organized, first class work environment. The Workplace Concierge is expected to support local Pivotal teams and managers as well as interface with building management and vendors. A significant portion of this role is to plan and execute events that drive employee engagement, morale and company culture as well as provide ongoing support for sponsored events hosted onsite. As a member of the Workplace Concierge team, this role will partner with global peers to share experiences, and brainstorm new ideas to ensure consistency of brand and culture among Pivotal offices.


Be the Host/Hostess: The client always comes first! Be warm and welcoming while greeting employees, clients and visitors, answering incoming phone calls and conference room scheduling support. Manage our digital visitor registration system with a personal touch.
Be a Culture Curator: Plan and execute internal events that support employee engagement and Pivotal culture. Provide support for sponsored events onsite.
Own the Details: Supervise janitorial staff and ensure that office standards of cleanliness are maintained for all areas including: kitchen/café, event space, conference rooms, and game areas. Ensure that conference and training rooms are always tidy, accessible and stocked with supplies and ready for the next strategy session. Maintain inventory of all facilities related supplies, including management of asset inventory of non IT equipment (desk, chairs etc.).
Be an Organizational Strategist: Supervise all service vendors including: caterers, snack and beverage vendors, janitorial teams, building maintenance personnel as well as landscape and security personnel, as needed.
Be a Financial Partner: Support procurement processes to ensure adherence to facilities budgets and oversight of vendor payments.
Squash Emergencies: Manage ask tickets, handle internet outages, replace broken equipment, or recognize a potential issue before anyone realizes there’s a problem.
Be a Welcome Wagon: Welcome new employees by setting up slick work stations in coordination with HR and IT. Provide HR support with room scheduling for interviews and new hire set-up.
Be a Safety Guard: Ensure security standards are maintained and processes are properly followed. Administer badge program for all employees, clients, vendors and visitors. Manage health and safety programs, emergency evacuation plans, ERT team oversight and maintenance of first aid supplies and AED units.
Be a Planning Assistant: Be familiar with the office teams and maintain accurate office headcount and seating data and team allocations. Establish communication with team leads to support understanding of team requirements and changes. Assist with all employee and departmental office moves.
Be a Distribution Center: Support and facilitate shipping and receiving
Be a Broadcaster: Provide timely communications to employees regarding Pivotal events, building related issues, weekly meal plans and general facility information.
Be a resource for information for the employees, customers and guests.

Exceptional customer service skills
Superb communication skills, both verbal and written
Facility management experience
Event management experience
Great attention to detail
Solid organizational skills.
Strong sense of responsibility and dedication
Experience with vendor management
Ability to work independently
Working knowledge of GMail and related G Suite apps
Zendesk experience is a plus
Persistent smile, enthusiastic and friendly attitude…all of the time
Professional edge that leads your way
Schedule flexibility (occasional weekend/evening required)
Fluent French and English
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Deborah Donohoe
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