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Receptionist and Workplace Services Coordinator at Silicon Valley Community Foundation

Silicon Valley Community Foundation

Receptionist and Workplace Services Coordinator

Santa Clara, CA, USA|Onsite

Job Overview

Employment Type

Full-time

Compensation

Salary

Range $82,000.00 - $84,000.00

Work Schedule

Standard Hours

Benefits

Medical insurance

Dental Insurance

Vision Insurance

Paid Time Off

Holidays

Retirement Plan

competitive salary

Job Description

Silicon Valley Community Foundation (SVCF) stands as a pivotal regional catalyst, connector, and collaborator dedicated to tackling some of the most pressing challenges faced by the Silicon Valley area. As a philanthropic leader, SVCF synergizes the collective resources and expertise of donors, businesses, government agencies, and community groups to foster meaningful, systemic change across the region. By promoting philanthropy and supporting philanthropists to invest with impact, the foundation drives lasting community transformation through advocacy, research, policy initiatives, and grantmaking activities. Operating primarily from their Mountain View, California headquarters, SVCF continually innovates ways to enhance community well-being and address complex social issues through strategic partnerships and effective resource allocation.

The current opportunity at SVCF is a full-time, non-exempt position based in Mountain View, California. This role requires on-site presence from Monday through Friday during regular business hours from 8:30 AM to 5:00 PM, with occasional early starts or overtime for supporting events such as board meetings. Reporting directly to the Workplace Services Manager, the successful candidate will play an integral role in managing front desk operations and workplace services across both the Mountain View headquarters and the San Mateo offices.

This position centers on ensuring smooth and professional front desk operations, encompassing responsibilities like answering and directing incoming telephone calls, greeting and assisting visitors and staff with warmth and professionalism, and coordinating with building management and security services. Additional duties include handling mail and package deliveries, overseeing office supplies and maintenance requests, and managing conference room scheduling and setups. The role demands the ability to facilitate a well-organized and welcoming workplace environment that supports the foundation's mission and staff productivity.

Ideal candidates thrive in customer-service and public-facing environments, demonstrate exceptional organizational skills, and excel at multitasking. Effective communication and interpersonal skills are paramount, as the individual will interact with a diverse range of people, from foundation staff to external partners and vendors. Competency in using software like Microsoft Office Suite, BOX, Zendesk, and visitor management platforms such as Envoy is highly valued. The ability to adapt, learn new systems, and critically evaluate processes to improve workplace efficiency is essential.

SVCF offers competitive compensation for this role, with a salary range of $82,000 to $84,000 annually based on experience and internal equity considerations. The organization also provides a comprehensive benefits package including medical, dental, and vision insurance, paid time off, holidays, and contributions to a 403(b) retirement plan. By joining SVCF, candidates become part of a committed team working towards equity, inclusion, and systemic community betterment. The foundation emphasizes flexibility and adaptability, expecting employees to engage with evolving organizational goals and priorities while supporting a positive and safe workplace environment.

Job Requirements

minimum of a high school diploma
at least 3 years of experience in administrative, facilities operations, or events support
alignment with the foundation’s values and mission
proficiency in communication and interpersonal skills
commitment to confidentiality and discretion
strong computer literacy with Microsoft Office Suite and other relevant software
ability to handle multiple tasks and meet deadlines
capacity to work independently and collaboratively
willingness to learn and adapt to new processes
physical ability to lift or move up to 15 pounds
flexible schedule to accommodate occasional early or extended hours

Job Qualifications

minimum of a high school diploma and 3 years of administrative/facilities operations and/or events support experience
professional and personal alignment with Silicon Valley Community Foundation’s values and mission
excellent written and oral communication, presentation and listening skills for diverse audiences
excellent interpersonal skills with an ability to work in a team environment and with diverse groups of people
commitment to customer service excellence and discretion with highly sensitive data
strong software skills in Microsoft Office Suite, BOX, zendesk and/or ability to learn
prior experience with Envoy or other visitor management platforms preferred
ability to multi-task and meet deadlines within designated timeframes, as well as demonstrated resourcefulness in setting priorities, strong organizational skills, and exceptional attention to detail
ability to work both independently and in a fast-paced, highly collaborative environment
open to learning new frameworks and thinking critically about improving existing methods or approaches
willingness to be trained on a variety of safety protocols
ability to lift/move up to 15 pounds

Job Duties

provide excellent customer services and support the general administrative function of the front desk
ensure smooth, efficient, and professional operations of the front desk and phones
greet foundation staff and guests in a friendly and welcoming manner
administer incoming calls and ensure that calls are routed appropriately, convey and clarify organizational policies and take detailed messages, as appropriate
communicate with building management, janitorial services and security
receive, log and sort all incoming mail, packages and deliveries
ensure timely tracking and processing
assist in the implementation and maintenance of a visitor check-in software
assist SVCF guests with visitor check-in upon arrival
ensure that all common areas are clean and well maintained, including conference rooms, kitchens and other common areas
ensure that kitchen and supply rooms are stocked
track office and kitchen supply inventory and place orders as needed
submit requests for repairs and maintenance to property management
process all internal room reservations and schedule on appropriate calendars
generate usage reports as needed
ensure workstations for new hires are set-up, along with assisting with moves and restoring workstations once they become vacant
facilitate external conference room requests, request and manage insurance requirements
manage room reservations and facilitate event set-up
coordinate and assist with conference room setups and break downs including moving/folding tables and stacking chairs
support internal events and meetings, including quarterly board meetings, board committee meetings and other meetings with external partners and stakeholders
support new employee onboarding by generating access to the building and parking garage, nametags, leading office tours, etc
work in collaboration with other team members to update office seating chart
track Zendesk ticket requests for room usage, supplies or mailing assistance
assist in the coordination of safety activities and trainings
serves as a member of the safety committee
perform other related duties as assigned