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Office Operations Assistant (Austin - Temp)

Austin, Texas, United States

Food & Beverage

  • Supervise F&B deliveries , including coordinating logistics with external catering teams, and breakroom supply vendors. 
  • Liaise with delivery drivers as needed
  • Assist with staging areas, popup food & beverage stations and signage for catered group meetings
  • Track and report food & beverage inventory levels
  • Stock and maintain all pantry areas

 

Janitorial

  • Monitor prep kitchen and pantry areas functionality and cleanliness. Engage porter for janitorial attention if needed.
  • Clean dry erase boards on recurring schedule
  • Monitor bathrooms for cleanliness - report incidents that require third party assistance

Print & Copy Areas

  • Keep paper levels stocked in all printers
  • Maintain stock of available of office supplies
  • Track and assist with purchasing activities to maintain office supply inventory

Health & Safety

  • Ensure first aid cabinets are fully stocked, tidy and accessible
  • Keep PPE and cleaning product levels stocked in storage and employee use areas
  • Onsite liaison for emergency evacuations

Facilities

  • Act as point of contact for building management items, advocating for Optiver tenant needs with property management as appropriate. Process maintenance requests via tenant work order system
  • Check furniture functionality, cleanliness etc. on an as-needed basis
  • Clear vacated desks, sort items, straighten workstation environments
  • Perform lamping walkthroughs - log bulbs that need replacing
  • Reset, straighten and tidy meeting spaces, conference rooms and common areas
  • Ensure pathways are kept clear at all times
  • Relocate movable items as needed - rolling whiteboards, folding tables, chairs etc.
  • Perform environment checklist walkthroughs (trip hazards, fire hazards, loose ceiling tiles etc.) & escalate where third party involvement is required
  • Maintain functionality and tidiness of e-waste and recycling areas
  • Check plants and report on any that require attention

Shipping & Receiving

  • Prepare and stage outgoing shipments for pickup (messenger, FedEx etc.)
  • Receive and sort incoming mail and packages; distribute per floor/team/individual designation
  • Ensure freight hallways remain clear at all times

Reception

  • Autonomously run reception duties, including answering phones and performing visitor management tasks and recordkeeping. 
  • Check reception area and surface of reception desk for mail and returned badges
  • Maintain a professional and welcoming environment

Security

  • Assist with physical security SOP including badge creation and maintenance, access control functions and related visitor protocol.

Ad-hoc Employee Assistance

  • Act as Office Operations point of contact onsite - respond to requests via multiple platforms (Outlook, JIRA, Slack, phone) and provide first class customer service to employees and guests.
  • Assist with requests from Managing Partner of Austin and wider US Office Operations team

 

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