Office Coordinator

Veeva Systems is a mission-driven organization and pioneer in industry cloud, helping life sciences companies bring therapies to patients faster. As one of the fastest-growing SaaS companies in history, we surpassed $3B in revenue in our last fiscal year with extensive growth potential ahead.

At the heart of Veeva are our values: Do the Right Thing, Customer Success, Employee Success, and Speed. We're not just any public company – we made history in 2021 by becoming a public benefit corporation (PBC), legally bound to balancing the interests of customers, employees, society, and investors.

Join us in transforming the life sciences industry, committed to making a positive impact on its customers, employees, and communities.

The Role

We are looking for a professional, dynamic, team player and active person with facilities and office management experience. In this role, you will be the heartbeat of our office—ensuring a seamless daily experience for our engineers, leaders and guests. This role includes managing all day-to-day office processes, coordinating small projects, and maintaining the overall facility.

This is an office-based position.

What You’ll Do

• Execute daily office walkthroughs to ensure that the office is sparkling clean and fully stocked with the supplies employees need
• Work with the Global Workplace Team and contractors to ensure health & safety, including fire safety. Maintain a supply of first aid equipment
• Manage ordering of food/drinks and supplies, including vendor coordination (janitorial services, utility vendors, food suppliers, etc.) and associated budgets
• Ensure a welcoming reception experience for employees and visitors. Manage mail/shipping functions for the office.
• Support new hire onboarding with desk set-up, office tours, and supplies. Set a positive tone for new hires
• Act as a point of contact for employee and visitor requests, comments, and concerns
• Manage office ticketing system and resolve requests or issues efficiently
• Execute preventative office maintenance and small projects, including budget management
• Coordinate all purchases of furniture, fixtures, and equipment for the office
• Work with property management to ensure maintenance is being performed and all issues are resolved
• Ensure the office is compliant with Veeva security standards, including managing the badging process in the office
• Manage and coordinate all logistical details for onsite events - meeting rooms, AV setup, food & beverage, and rentals
• Work with employees to develop regular gatherings and office events
• Plan and execute annual employee events, including holiday party and summer event
• Raise invoices through Coupa, track payments, and actively follow up with vendors for missing invoices while maintaining strict data privacy.
  
  

Requirements

• Bachelor’s degree in any stream (B. Com, BBA, BA, etc.) with [3–5] years of experience in office administration, front desk, or operations
• Fluent verbal and written communication skills in English
• Excellent customer service and communication/interpersonal skills
• Self-starter with a positive, can-do attitude. Able to work in a dynamic environment
• Strong project management skills, able to juggle multiple tasks with accuracy
• Intermediate to Advanced MS Office (Word, Excel, PPT) and general computer skills , Working knowledge of Google Workspace (Docs, Sheets, Calendar).
• Onsite role - office-based from Monday – Friday
• Must be committed to the required working hours at the office
  
  

Nice to Have

• Prior experience working in a product development company, or an international IT setup with a diverse, multicultural workforce.
  
  

Veeva’s headquarters is located in the San Francisco Bay Area with offices in more than 15 countries around the world.

Veeva is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances.

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