Sr. Facilities Coordinator

Job Description:

Rakuten International is a division of Rakuten Group Inc. a Japanese global technology leader in services that empower individuals communities businesses and society. Headquartered in San Mateo California with more than 4000 employees worldwide the Rakuten International business portfolio includes market leaders in e-commerce digital marketing advertising communications and entertainment. We create products and services that provide exceptional value by aligning members and the businesses that want to engage them in a shared community.

Job Summary:

We are seeking a skilled Facilities Coordinator to join our team at Rakutens North America Headquarters in San Mateo CA. This is an exciting opportunity to contribute to our dynamic office environment and play a key role in maintaining our facilities to ensure a productive and enjoyable workplace for all employees.

Key Responsibilities:

• Oversee the day-to-day administrative functions ensuring that the office operates smoothly and efficiently fostering a productive work environment.
• Work in conjunction with management to oversee all inquiries related to facilities addressing concerns promptly and effectively to enhance overall employee satisfaction and workplace morale.
• Ensure the organization and cleanliness of the office space by managing supply inventories and maintaining equipment creating a professional and welcoming atmosphere for staff and visitors.
• Oversee pantry inventory and manage the timely restocking of fruits snacks beverages and other essentials ensuring a well-equipped and inviting kitchen area for all employees.
• Oversee catering services for office breakfasts lunches and other events including planning ordering set-up and clean-up to ensure seamless execution and a positive experience for attendees.
• Work in conjuction with the Facilities Management Team regarding maintenance and repair activities working closely with contractors and service providers to guarantee timely and effective completion of tasks.
• Maintain accurate and comprehensive records related to facilities operations including maintenance logs safety inspections and budget reports to ensure compliance and facilitate informed decision-making.
• Oversee new employee orientations including desk setup name badge creation and security access badge issuance to ensure a smooth onboarding process.
• Manage the Envoy visitor management system and oversee the security badging system to maintain a secure and organized office environment.
• Provide logistical support for large meetings and events coordinating with IT and other departments as needed to ensure all technical and operational requirements are met.
• Work in conjuction with the Facilities Management Team regarding Emergency Preparedness Plan for the site including conducting regular fire drills and safety training sessions to ensure employee readiness and safety.
• Oversee and process Facilities related invoices through the procurement system and ensuring adherence to budgetary guidelines.
• Implement and maintain safety procedures and physical security protocols to safeguard employees and company assets.
• Perform other duties as assigned by the Facilities Management Team to support the overall goals of the organization.

In addition to the above responsibilities the Facilities Coordinator will assist with as needed:

• Event planning and holiday parties
• Managing building maintenance
• Any ongoing construction projects

Qualifications & Minimum Requirements:

• 2 years of experience in a facilities or office support role
• Demonstrated leadership abilities
• Positive attitude and a willingness to learn
• Excellent verbal and written communication skills
• Comfortability with hosting team meetings and events
• Proficiency in Microsoft Suite Adobe Suite and the ability to learn new software quickly
• Excellent project management skills
• Must be customer service and quality driven
• Bachelors degree preferred

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Five Principles for Success
Our worldwide practices describe specific behaviors that make Rakuten unique and united across the world. We expect Rakuten employees to model these 5 Shugi Principles of Success.

Always improve Always Advance - Only be satisfied with complete success - Kaizen
Passionately Professional - Take an uncompromising approach to your work and be determined to be the best
Hypothesize - Practice - Validate Shikumika - Use the Rakuten Cycle to succeed in unknown territory
Maximize Customer Satisfaction - The greatest satisfaction for our teams is seeing their customers smile
Speed!! Speed!! Speed!! - Always be conscious of time - take charge set clear goals and engage your team

At the time of posting Rakuten expects the base compensation for this role to be within the range shown below. Individual compensation will vary based on job-related factors including the skills qualifications and experience of the successful candidate as well as business need and geographic location. The successful applicant for this role will be eligible for discretionary bonus health vision dental insurance 401k matching PTO Volunteer Time Off (VTO) and other employee benefits as the company implements.