Office Coordinator - Xactly

WHO WE ARE

Xactly is a leader in Intelligent Revenue Solutions and a part of Vista Equity Partners portfolio companies since 2017. The Xactly Intelligent Revenue Platform marries artificial intelligence and 17 years of proprietary data in easy-to-use applications.

Named among the best workplaces in the U.S. by Great Place to Work six times, honored on FORTUNE Magazine's inaugural list of the 100 Best Workplaces for Millennials, and chosen as the "Market Leader in Incentive Compensation" by CRM magazine. We're building a culture of success and are looking for motivated professionals to join us!

THE OPPORTUNITY
As an Office Coordinator in Xactly's Los Gatos office, you will manage the operations of the office. You will collaborate directly with the VP of IT and Facilities on office policies, best practices, and building operations to provide the highest level of service to our employees. You will be an integral part of the Crisis Management Team and will be the liaison with building management. You will be working closely with IT and will have the full support from the team to provide the best experience for our employees. You will also be responsible for managing all
catering for the Los Gatos office including weekly lunches, quarterly meetings, and daily group and team meetings as needed. You will be an integral part of keeping the Los Gatos office a "Great Place to Work" by promoting our core values of C.A.R.E through the management of our facilities. We are seeking an upbeat, personable, efficient, and motivated individual who can take initiative and be excited to be a part of a thriving Company.

THE TEAM
You will report to the VP, IT and Facilities and will be welcomed as part of the IT team. This is a tight-knit global team, who is passionate about our culture and supporting the facilities needs around technology. You will be one of the 4 office coordinators in our global. We are always looking for individuals with diverse backgrounds, the hunger to achieve, and the openness to learn new ways of solving problems. Our team's goal is to set our internal customers up for success and transform the way they think about IT.

THE SKILL SET

• 1-3 years Office Management or Administrative experience preferred
• Excellent customer service, time management, communication and organizational skills
• Experience interacting professionally with corporate business clients
• High degree of personal integrity and professionalism, and can work effectively with minimal supervision in a collaborative environment
• Comfortable working cross-functionally within an organization and completing administrative tasks
• Efficient with various office software, and collaboration technologies such as Google, Zoom, Box and Slack is preferred.
• Experience with Word, Excel and Powerpoint
• Bachelor's degree or equivalent experience preferred.

WITHIN ONE MONTH, YOU'LL
• Demonstrate professional business etiquette when greeting guests while following appropriate security measures: sign-in visitors through our Envoy application, verify ID, issue visitor badges, sign-out guests
• Work with the VP, IT and Facilities to learn the systems we use related to facilities including how to create, update and close tickets internally and with the building.
• Complete administrative tasks in support of Xactly's Return To Office Strategy and employment management system.
• Manage our food and beverage vendors, including placing and monitoring orders and supplies.
• Answer, screen and forward any incoming phone calls and provide basic information when needed
• Order weekly lunch catering for all employees coming into the office.

WITHIN THREE MONTHS, YOU'LL
• Heavy management of calendar logistics for large team meetings scheduled in conference rooms.
• Efficiently and accurately manage inbound mail shipments as well as create shipping labels for outgoing shipments
• Order catering for meetings ranging from 5 to 30 people daily
• Complete various projects assigned by management and marketing teams, which may include mailers, new hire packets, and setting up meetings
• Handle the supplies for break rooms including snack items
• Track office supply inventory in all supply rooms, stock and re-order as needed

WITHIN SIX MONTHS, YOU'LL
• Manage and update various company forms such as organizational charts, phone list, templates, etc.
• Prioritize projects and complete work accurately and in a timely manner
• Manage the seating chart in the Los Gatos office of permanent and hotelling desks
• Work with IT to provision and de-provision user access to the building
• Assist IT with Conference Room setup and management using Zoom Rooms for large meetings

BENEFITS AND PERKS

• Comprehensive insurance coverage (including pet insurance!)
• Flexible time off and sick days
• Short-term disability, long-term disability, maternity and parental leave
• Gym/fitness reimbursement and tuition reimbursement
• Flexible savings account & Health savings account
• Paid holidays and up to 3 days paid community and volunteer leave
• Life and AD&D insurance.
• 401(k) Retirement Savings Plan
• Access to wellness program (Grokker, EAP, quarterly wellness webinars)
• Employee discount program
• Additional voluntary benefits such as pet insurance, critical illness, accident insurance, hospital indemnity, and legal plan

OUR VISION: Unleashing human potential to maximize company performance. We address a critical business need: to incentivize employees and align their behaviors with company goals.

OUR CORE VALUES: Customer Focus | Accountability | Respect | Excellence (CARE) are the keys to our success, and each day we're committed to upholding them by delivering the best we can to our customers.

Xactly is proud to be an Equal Opportunity Employer. Xactly provides equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, age, national origin, disability, veteran status, pregnancy, sexual orientation, or any other characteristic protected by law. This means we believe in celebrating diversity and creating an inclusive workplace environment, where everyone feels valued, heard, and has a sense of belonging. By doing this, everyone in the Xactly family has the power to make a difference and unleash their full potential.

We do not accept resumes from agencies, headhunters, or other suppliers who have not signed a formal agreement with us.