Office support coordinator

About Us

We are the independent expert in assurance and risk management. Driven by our purpose, to safeguard life, property, and the environment, we empower our customers and their stakeholders with facts and reliable insights so that critical decisions can be made with confidence.

As a trusted voice for many of the world’s most successful organizations, we use our knowledge to advance safety and performance, set industry benchmarks, and inspire and invent solutions to tackle global transformations.

About The Role

The Office Coordinator's role is not just about providing overall administrative support to the Oakland office. It's about ensuring that the office, and by extension, our operations, are running smoothly for its daily business operations. Your role is crucial in ensuring that the office is in compliance with DNV HSE. This responsibility underscores the importance of your position and the significant impact you will have on our operations.

This position is also responsible for but is not limited to, greeting guests, answering email requests, receiving/distributing incoming/outgoing packages, maintaining office supplies and equipment, planning and arranging onsite meetings, and assisting with various document productions.

This position will also give you the opportunity to work with the DNV GSS real estate and property manager. This interaction is not just about ensuring that the office complies with all regulations and follows the required processes. It's about building relationships and understanding the broader context of our operations, a facet of the role that can be both challenging and rewarding, offering you a platform for continuous professional growth and learning.

This is a 100% onsite position and will be located in the Oakland, CA, office.

What Youll Do

Office HSE responsibilitiesPerform all HSE-required operational processes for the unit (office)Annual HSE office tour (office safety audit). All findings should be recorded and uploaded to the HSE EA&SUS Americas SharePoint siteUpdates of Red Folder, EPP, and Call TreeTracking and management of Environmental Aspects RegisterEnsure that management performs an annual HSE evaluationOffice HSE training and drillsActivate One Call Now (broadcast alert system) with the approval of the manager in charge of the officeReview and update of ERM (office-related risks) with the HSE Regional ManagerFacilities/ITLiaison with the GSS IT team regarding general office IT issuesManaging spare PCs for the Oakland officeAccess card coordination with GSS RE and LandlordMaintain safe and clean office facilities and meeting rooms by complying with procedures, rules, and regulationsEnsuring AV equipment is functional and schedule service/repairs as requiredOffice GuestsServe visitors by greeting, welcoming, and directing them appropriately; notify company personnel of visitor arrivalAnswer all incoming calls/emails and forward them to the appropriate personnelUpdate and maintain office directoriesMaintain security by following procedures and issuing incoming visitor badgesIncoming/Outgoing Packages and MailReceive daily mail/packages and distribute accordinglyAccept and sign for incoming packages; send notification to package recipient that package arrived; log package delivery and pick-upPrepare outgoing mail and packages via Federal Express, UPS, and USPS; maintain online files with tracking informationMeetings / CateringCoordination of onsite and offsite meetings and eventsOrder and organize catering for in-house meetings; work with meeting organizer to meet specific requirements; track and submit all catering invoices with proper billing codes and accounting procedures for paymentPrepare conference rooms for meetings: set up catering; at the close of the meeting, restore the conference room to cleanliness and order Assist meeting organizer with Technical / IT support; arrange reservations in Microsoft Teams and Outlook SchedulingReserve Internal Meeting SpaceOffice Supplies and MachinesMaintain office and kitchen supplies inventory by checking stock to determine inventory level; anticipate needed supplies; place orders for supplies; verify receipt of supplies; submit accurate billing codes to accounting for payment trackingEnsure operation of shared office equipment (copy machines, kitchen appliances, printers, etc.) by completing preventive maintenance requirements, following manufacturer's instructions, troubleshooting malfunctions, calling for repairs, maintaining equipment inventories and equipments specific suppliesAdministrative AssistanceCoordinate complex travel arrangements, both domestic and internationalAssist with documents, presentations, spreadsheets, and general administrative dutiesTrack, manage, and submit expenses, P-card statements, and expense reportsProvide administrative support by entering, formatting, and printing information

What we offer

Generous paid time off (vacation, sick days, company holidays, personal days)Multiple Medical and Dental benefit plans to choose from, Vision benefitsSpending accounts FSA, Dependent Care, Commuter Benefits, company-seeded HSAEmployer-paid, therapist-led, virtual care services through Talkspace401(k) with company matchCompany provided life insurance, short-term, and long-term disability benefitsEducation reimbursement programFlexible work schedule with hybrid/remote opportunitiesCharitable Matched Giving and Volunteer Rewards through our Impact ProgramVolunteer time off (VTO) paid by the company Career advancement opportunities

• *Benefits vary based on position, tenure, location, and employee election**

How We Do It

We Care, We Dare, We Share

DNV is a proud equal-opportunity employer committed to building an inclusive and diverse workforce. All employment is decided on the basis of qualifications, merit, or business need, without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.

DNV is committed to ensuring equal employment opportunity, including providing reasonable accommodations to individuals with a disability. US applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may contact the North America Recruitment Department (hrrecruitment.northamerica@dnv.com). Information received relating to accommodations will be addressed confidentially.

DNV is proud to announce being named one of Houstons best places to work in the 2022 Houston Business Journal Best Places to Work competition.

For more information

https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal

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Diversity and inclusion in everything we do every day - DNV

Meet our employees - DNV

About DNV

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Please visit our website at www.dnv.com

As required by the Pay Transparency laws in Colorado, New York City, California, Washington, and Connecticut, DNV provides a reasonable compensation range for roles that may be hired in those locations. Actual compensation is influenced by a wide array of factors, including but not limited to skill set, level of experience, and specific office location. For the states of Colorado, New York City, NY, California, Washington, and Connecticut only, the range of starting pay for this role is $50,000- $70,000

About You

What Is Required

High school diploma, or equivalent, requiredAt least 3 years of office administration experience requiredExcellent skills in MS Office programs (Outlook, Word, Excel, PowerPoint, MS Teams)Ability to learn new internal work management softwareStrong organizing and time-management skillsStrong written and verbal English language communication skillsWe conduct pre-employment background and drug screening

What Is Preferred

Bachelors Degree will be a plus

• *Immigration-related benefits, such as visa sponsorship, are not available for this position**