Workplace Assistant

Job description

Saronic Technologies is a leader in revolutionizing autonomy at sea, dedicated to developing state-of-the-art solutions that enhance maritime operations through autonomous and intelligent platforms. JOB OVERVIEW The workplace assistant is the first point of contact for employees, candidates, customers, and vendors. This role provides front-desk coverage, visitor management, workplace & facilities support, and administrative coordination to ensure a safe, welcoming, and well-operated office environment. This position also supports day-to-day office operations and facilities coordination, helping maintain workplace functionality, address routine issues, and ensure continuity of operations in a high-visibility, professional setting. RESPONSIBILITIES - Serve as the first friendly point of contact; greet visitors and manage check-in processes to ensure a professional, warm and welcoming experience - Maintain office readiness, including cleanliness, organization, and overall presentation - Coordinate visitor management processes, including pre-registration and compliance with security protocols - Partner with Security to manage access, visitor flow, and adherence to onsite policies - Support day-to-day office operations, including office supplies, mail distribution, F&B re-stock and general administrative coordination - Coordinate and oversee facilities needs, including minor repairs, preventative upkeep, and vendor engagement for routine services - Monitor, track, and escalate operational and facilities-related issues to appropriate stakeholders, ensuring timely resolution - Assist with onboarding and offboarding by ensuring workspace readiness and supporting basic setup and orientation logistics - Support meetings and events through coordination of room setup, catering, and space readiness - Track recurring issues and provide feedback to Workplace and Facilities to improve office operations - Perform a range of administrative tasks to support overall office efficiency and day-to-day operations QUALIFICATIONS - Proven ability to manage front-facing responsibilities with professionalism, including greeting visitors, handling inquiries, and maintaining a positive organizational image - Strong organizational and coordination skills, with experience managing schedules, appointments, and multiple priorities simultaneously - Excellent written and verbal communication skills, with the ability to interact effectively across teams and with external stakeholders - Detail-oriented with the ability to track, manage, and follow up on tasks, projects, and administrative processes - Experience supporting operational workflows, including data entry, documentation, and cross-functional coordination - Proficiency in workplace tools and systems, including Slack, Microsoft Teams, Envoy, Confluence, and Microsoft Excel - Familiarity with submitting and managing facilities requests and handling basic IT support requests or ticketing systems - Ability to work independently while also collaborating effectively in a team environment - Strong problem-solving skills and adaptability in fast-paced or dynamic settings - Customer-service mindset with a focus on responsiveness, professionalism, and efficiency - Prior experience in administrative, coordination, or specialist-type roles preferred PHYSICAL DEMANDS - Prolonged periods of sitting at a desk and working on a computer - Occasional standing and walking within the office - Manual dexterity to operate a computer keyboard, mouse, and other office equipment - Visual acuity to read screens, documents, and reports - Occasional reaching, bending, or stooping to access file drawers, cabinets, or office supplies - Lifting and carrying items up to 20 pounds occasionally (e.g., office supplies, packages) BENEFITS: Medical Insurance: Comprehensive health insurance plans covering a range of services Saronic pays 100% of the premium for employees and 80% for dependents Dental and Vision Insurance: Coverage for routine dental check-ups, orthodontics, and vision care Saronic pays 100% of the premium under the basic plan for employees and 80% for dependents Time Off: Generous PTO and Holidays Parental Leave: Paid maternity and paternity leave to support new parents Competitive Salary: Industry-standard salaries with opportunities for performance-based bonuses Retirement Plan: 401(k) plan with company match Stock Options: Equity options to give employees a stake in the company’s success Life and Disability Insurance: Basic life insurance and short- and long-term disability coverage Pet Insurance: Discounted pet insurance options including 24/7 Telehealth helpline Additional Perks: Free lunch benefit and unlimited free drinks and snacks in the office Saronic CCPA Notice for Candidates and California Employees https://saronic-assets-public.s3.us-east-2.amazonaws.com/Saronic%20CCPA%20Notice%20for%20Candidates%20and%20California%20Employees.pdf If this role is based in the United States, it requires access to export-controlled information or items that require “U.S. Person” status. As defined by U.S. law, individuals who are any one of the following are considered to be a “U.S. Person”: (1) U.S. citizens, (2) legal permanent residents (a.k.a. green card holders), and (3) certain protected classes of asylees and refugees, as defined in 8 U.S.C. 1324b(a)(3) https://www.govinfo.gov/link/uscode/8/1324b. Saronic does not discriminate on the basis of race, sex, color, religion, age, national origin, marital status, disability, veteran status, genetic information, sexual orientation, gender identity or any other reason prohibited by law in provision of employment opportunities and benefits. We are also committed to providing reasonable accommodations for qualified individuals with disabilities.