Office Hospitality Coordinator - Vituity Practice Management - Emeryville at Vituity in Emeryville, California

Job Description:

Emeryville, CA - Seeking Office Hospitality Coordinator

Everybody Has A Role To Play In Transforming Healthcare

As an Office Services Coordinator, you play a vital role in our mission to improve lives. You will serve as the first point of contact for all guests, vendors, and employees who enter Vituity's Dallas campus location. You will maintain equipment to ensure it is functioning properly, manage office improvements, vendor services, visitor and employee access, and serve as a point of contact for property management. This position ensures all the office standards for cleanliness, organization, maintenance, safety, and in-person experiences are met. At Vituity we know the impact you can have.

Join the Vituity Team. At Vituity we've cultivated an environment where passion thrives, and success comes through shared purpose. We were founded in a culture that values team accomplishments more than individual achievements, an approach we call "culture of brilliance." Together, we leverage our strengths and experiences to make a positive impact in our local communities. We foster this through shared goals and helping our colleagues succeed, and we also understand the importance of recognition, taking the time to show appreciation and gratitude for a job well done.

Vituity Locations: Vituity has opportunities at 475 sites across the country, serving 9 million patients a year. With Vituity, if you ever need to move, you can take your job with you.

The Opportunity

• Greets visitors as soon as they arrive and connects them with the appropriate party.
• Informs employees of visitors' arrivals or cancellations.
• Coordinates with Building Security of visitors and estimated arrival times.
• Manages visitor and training/event check in device(s).
• Directs and processes shipping and receiving of all parcels, mail and onsite vendor delivery.
• Manages parking instructions for visitors and maintains appropriate records.
• Point of contact for security access.
• Responsible for meeting room set-up and take-down (furniture and AV equipment).
• Responsible for office maintenance of professional & well-ordered standards.
• Responsible for addressing facilities inquiries or requests from employees or vendors in a timely manner (verbal or ticketing system).
• Moves and assembles office furniture as required.
• Leads furniture etc. reconfiguration and changes with vendors.
• Responsible for on-site storage requirements and maintain organized on-site storage areas.
• Responsible for stocking and maintaining inventory of all kitchens, common areas, and meeting rooms.
• Onsite contact for space planning requests.
• Manages catering orders for meetings and events.
• Responsible for maintaining office standards that includes clean up and reconfiguration of furniture.
• Administrator within work order portals to submit requests that involve maintenance, janitorial, and engineering services.
• Collaborates closely with clients and stakeholders to provide technical direction and coordination that supports the clients' vision and goals.
• Assists meeting organizers with the delivery of video and audio for presentations, live streams, and webinars that occur.
• Provides direct event support by operating video cameras, audio mixers, and ensuring presentation materials are queued and accurately displayed.
• Maintains inventory and proper condition of audio and visual equipment including projectors, laptops, tablets, printers, cameras, lights, recording devices, video and phone conferencing units, microphones, catch boxes and cables.
• Assists in identifying day-of audio-visual support needs. Train onsite audio-visual support team, organize daily workflow and provide set-up and technical instructions.
• Coordinates with remote technical support for troubleshooting.
• Obtains multiple quotes and service terms to determine and recommend best vendor selection.
• Coordinates with onsite staff to ensure interruption to office is minimal.
• Collaborates with internal departments, property managers and landlords for approvals and documentation.
• Evaluates site location specific needs and make recommendations.
• Researches and recommends vendor selections for services needed.
• Provides timely feedback to vendors and ensures services meet expectations, escalate as necessary to vendor contacts.
• Ensures vendor completion of services and/or goods delivered to Vituity standards.
• Assists Safety Committee and Emergency Response planning and communications.
• Leads and facilitates all badging access management and security needs.
• Leads and facilitates all HiTrust requirements and reporting.
• Ensures safety program and goals are implemented and carried out in assigned areas of responsibility; enforces compliance with all applicable environmental health laws, regulations and guidelines.
• Provides technical assistance to staff in work methods, use of tools and equipment and relevant safety precautions.
• Enforces safe practices throughout the facility.
• Coordinates with building management for fire drills.
• Oversees the maintenance of fire extinguishers and meets with fire marshals for inspections, as needed.

Required Experience and Competencies

• High School Diploma required.
• 3-5 years' experience working in hospitality, event coordination, facilities/maintenance with increasing responsibility or related field, for a corporate office. Experience managing or coordinating projects within a matrixed environment OR a combination of education and work experience that demonstrates the attainment of the required competencies required.
• Associate degree in related field of study; or equivalent professional work experience preferred.
• Certificate from a trade or vocational school related to building maintenance or similar preferred.
• 2-5 years project and vendor management experience preferred.
• Experience in video, sound or new media in a corporate environment preferred.
• Must possess and maintain a current, valid Driver License.
• Knowledge of Microsoft Office Suite (Outlook, Word, PowerPoint, Excel).
• Excellent written and oral communication skills to effectively communicate with a wide variety of audiences.
• Ability to demonstrate effective customer service techniques.
• Ability to use office equipment and automated systems/applications/software at an acceptable level of proficiency.
• Ability and willingness to provide customer centric assistance in a timely and professional manner.
• Ability to complete assignments with attention to detail and high degree of accuracy.
• Solid time management and problem-solving skills.
• Ability to be pro-active by seeking out opportunities to help rather than waiting to be asked.
• Works effectively and efficiently independently and in a collaborative team environment.
• Flexible and adaptable to an ever-changing environment.
• Ability to travel for company business.
• Able to work overtime to meet business needs.
• Ability to identify trends and communicate to manager or leadership team.
• Strong organizational skills.
• Possess a professional demeanor.
• Self-motivated to work independently.
• Ability to work collaboratively with other departments.
• Knowledge of audio and visual equipment and the inter-connectivity of equipment, systems and related peripherals.
• Knowledge of audio and visual technical terminology to effectively communicate with venue's audio and visual team.
• Knowledge of and adherence to Vituity's policies.

The Community

Even when you are traveling or working remotely, you are an important part of the Vituity Community. We offer plenty of opportunities to engage with other Vitans through a variety of virtual meet-and-greets, events and seminars.

• Monthly wellness events and programs such as yoga, HIIT classes, and more.
• Trainings to help support and advance your professional growth.
• Team building activities such as virtual scavenger hunts and holiday celebrations.
• Flexible work hours.
• Opportunities to attend Vituity community events including LGBTQ+ History, Dia de los Muertos Celebration, Money Management/Money Relationship, and more.

Benefits & Beyond*

Vituity cares about the whole you. With our comprehensive compensation and benefits package, we are mindful of what matters most, and support your needs of today and your plans for the future.

• Superior health plan options
• Dental, Vision, HSA/FSA, Life and AD&D coverage, and more
• Top Tier 401(k) retirement savings plans that offers a $1.20 match for every dollar up to 6%
• Outstanding Paid Time Off: 3-4 weeks' vacation, Paid holidays, Sabbatical
• Student Loan Refinancing Discounts
• Professional and Career Development Program
• EAP, travel assistance, and identify theft included
• Wellness program
• Commuter Benefits Program
• Vituity community initiatives including LGBTQ+ History, Dia de los Muertos Celebration, Money Management/Money Relationship, and more
• Purpose-driven culture focused on improving the lives of our patients, communities, and employees

We are excited to share the base salary range for this position is $18.51 - $22.68, exclusive of fringe benefits or potential bonuses. This position is also eligible to participate in our annual corporate Success Sharing bonus program, which is based on the company's annual performance. If you are hired at Vituity, your final base salary compensation will be determined based on factors such as skills, education, and/or experience. We believe in the importance of pay equity and consider internal equity of our current team members as a part of any final offer. Please speak with a recruiter for more details.

We are unified around the common purpose of transforming healthcare to improve lives and we believe everyone has a role to play in that. When we work together across sites and specialties as an integrated healthcare team, we exceed the expectations of our patients and the hospitals and clinics we work in. If you are looking to make a difference, from clinical to corporate, Vituity is the place to do it. Come grow with us.

Vituity appreciates differences; our dedication to diversity, equity and inclusion is at the heart of our organization. Vituity does not discriminate against any person on the basis of race, creed, color, religion, gender, sexual orientation, gender identity/expression, national origin, disability, age, genetic information (including family medical history), veteran status, marital status, pregnancy or related condition, or any other basis protected by law. Vituity is committed to complying with all applicable national, state and local laws pertaining to nondiscrimination and equal opportunity.

*Benefits for part-time and per diem vary. Please speak to a recruiter for more information.

Applicants only. No agencies please.