First Impressions Coordinator

Summary

The First Impressions Coordinator is a highly visible role in a high traffic location that serves as the first point of contact for all guests visiting Guidewire Software Headquarters in San Mateo. The position requires poise, tact and diplomacy while greeting and supporting Executives and their Administration team, global Guidewire employees, and customers. Providing a high standard of hospitality, customer service, and positive energy to everyone at all times is an imperative skill in this role. It is important that the First Impressions Coordinator ensures the security of Guidewire’s employees and proprietary information by allowing only escorted visitors into our secure office space. The position requires attention to detail while answering phones, responding to inquiries from a diverse population, composing accurate messages and, scheduling appointments.

In addition, the First Impressions Coordinator will have administrative support duties which includes filing, copying, budget tracking, scanning and projects that require MS Office skills. The position will have regular access to company information, requiring professional discretion and confidentiality at all times. Guidewire is an exciting, fast-paced environment requiring the ability to juggle multiple competing tasks and demands.

Job Description

Primary Responsibilities:

• Concierge level visitor experience, welcoming visitors, employees and trainees by greeting them in person or by telephone and following our visitor check-in process
• Enforce security and access protocols
• Order and distribute office supply, including specialty items for various departments
• Employee and contractor on-boarding and seating assignments at local office
• Update workplace policies and/or processes relevant to intradepartmental and cross functional business operations
• Vendor management; office suppliers, courier accounts, catering services
• Sort and distribute mail and packages daily
• Oversee general appearance of lobby area and conference rooms
• Assist with conference room center management and bookings
• Assist with conference room center management and bookings
• Event management and coordination for internal and external stakeholders, working closely with the EA team.
• Handle catering orders, delivery and set up upon request
• Manage and respond to Workplace tickets Ensure consistent communication and processes
• Manage and update internal documentation and shared sites
• Collaborate with Global Workplace team on communications and internal projects
• Coordinate and maintain Workplace services and operations (i.e. micro-kitchens, janitorial services, maintenance, building access, employee amenities)
• At times support team with setup and takedown of furniture and equipment; reconfigurations, learning center, outdoor terrace, company meeting and special event.
• Assist with space management and planning activities, office events, inventory, space allocation tracking, space utilization.
• Health and safety, participate in becoming part of the Emergency Response Team (BERT)
• Special projects as assigned by manager
  
  

Who you are

• 2+ years of related facility experience
• High level of customer service and employee engagement
• Strong organizational and time management skills; ability to work with a high sense of urgency within established timelines, exercising consistent follow-through/follow-up when necessary.
• Must be available to occasionally escort vendors through the space during after-hours and weekends.
• Proficient in Google Workspace environment: Gmail, Google Drive, Calendar, Sheets, Slides and Forms.
• Willingness to learn new systems; ServiceNow, SiQ, LumApps, ZIPm Coupa, Concur.
• Some knowledge of ergonomics and life safety systems.
• Maybe required to move furniture and boxes weighing up to 40lbs
  
  

The US base salary range for this full-time position is $43,000 - $80,000 + bonus + equity + benefits. Our salary ranges are determined by role, level, and location. The range displayed on each job posting reflects the minimum and maximum target for new hire salaries for the position across all US locations. Within the range, individual pay is determined by work location and additional factors, including job-related skills, experience, and relevant education or training. Your recruiter can share more about the specific salary range for your preferred location during the hiring process.

Disability Accommodations and Guidewire’s Appeals Process. Guidewire provides accommodations to the hiring process to create a fair opportunity for candidates with disabilities to contend for open positions. Accommodation requests should be directed to [email protected]. If things do not go as hoped, we invite you to use our appeals process. Guidewire promises to independently review any denied accommodation and any decision not to offer you the position. The appeals process is the same in either case. Within five business days of receiving a notice of denial of an accommodation, or receiving a notice of your non-selection for a vacancy, e-mail [email protected] to make an appeal. Guidewire will assign a new decision-maker to review the request and/or hiring decision, who will then notify you in writing of a decision within 10 business days.

About Guidewire

Guidewire is the platform P&C insurers trust to engage, innovate, and grow efficiently. We combine digital, core, analytics, and AI to deliver our platform as a cloud service. More than 540+ insurers in 40 countries, from new ventures to the largest and most complex in the world, run on Guidewire.

As a partner to our customers, we continually evolve to enable their success. We are proud of our unparalleled implementation track record with 1600+ successful projects, supported by the largest R&D team and partner ecosystem in the industry. Our Marketplace provides hundreds of applications that accelerate integration, localization, and innovation.

For more information, please visit www.guidewire.com and follow us on Twitter: @Guidewire_PandC.

Guidewire Software, Inc. is proud to be an equal opportunity and affirmative action employer. We are committed to an inclusive workplace, and believe that a diversity of perspectives, abilities, and cultures is a key to our success. Qualified applicants will receive consideration without regard to race, color, ancestry, religion, sex, national origin, citizenship, marital status, age, sexual orientation, gender identity, gender expression, veteran status, or disability. All offers are contingent upon passing a criminal history and other background checks where it's applicable to the position.