Office Admin and Event Coordinator

A “Magic Quadrant” leader, Ivalua’s solutions work in a complex global economy.  Our innovative Source-to-Pay solutions include automating customized workflows to source, contract, request, procure, receive, and pay for goods and services across the enterprise, refining the procurement lifecycle while reducing cost and risk of spending on indirect goods, direct goods and services, and improving supplier collaboration.

All companies want the best and brightest. At Ivalua, we also want team members who have a global point of view and who bring customer-focused enthusiasm and ambition to the table. We are a company of doers, of problem solvers, of figure-it-outers. We have fun and we work hard.  Ivalua is a truly global company with a diverse team of contributors and a set of core values that people can feel every day across all our offices.

About the Team:

We are looking for a talented and versatile Office Admin and Event Coordinator to execute all aspects of office and facility management at Ivalua. We are scaling our teams in our AMER/APAC regions and are looking for an HR professional with similar experience. This will be a key member of the Facility Team.

Opportunity Statement

This full-time position requires the candidate to be physically in the office Monday through Friday from 8am to 5pm. 

The ideal candidate must have experience in office and facility management and is expected to be focusing on performing office administration duties, basic accounting, and human resources tasks. 

Key Responsibilities:

• First point of contact for all guests. Receiving guests, vendors, and other visitors to the site and ensuring a pleasant visit.
• Answering the phone and redirecting calls in a timely manner.
• Data entry, filing, faxing, and day to day activities which includes sorting and distributing  incoming mail and assist with outgoing mail (FedEx and UPS)
• Support local and remote offices; maintaining office stock to determine inventory levels, anticipating requirements, placing and expediting orders, restocking and delivery of supplies, snacks, beverages, and lunches.
• Keep the kitchen, conference rooms, and open office spaces neat and tidy.
• Provide assistance in the organization of events
• Assist in reorganizing office layout and spaces as needed, which includes working with hiring managers to assign workstation space for new hires and ensure setup is completed prior to Day 1.
• Make travel arrangements for employees (or assist them in making)
• Book and/or assist others in booking conference rooms
• Implementing and maintaining processes and procedures related to our AMER sites; building and emergency response, vendor relations, and daily operational activities to ensure office operations running smoothly and organized.

Accounting Tasks:

• Process invoices in accounting software and internal software
• Validate reimbursable expenses
• Assist in day-to-day accounting

Human Resources:

• Support our HR department as needed; Happy Hour and Engagement Events
• Assist in Integration Week
• Work in conjunction with HR, hiring managers to support the onboarding processes of new hires.

Skills You Need to Succeed:

● At least 3 years strong working experience in Office/Facility Management.

Desirable Skills:

● Strong project and time management skills with ability to track concurrent project timelines, resource allocations, and critical milestones.● Global mindset – ability to adapt to various people and cultures with a cohesive view in mind.● Attention to detail and the ability to effectively handle multiple priorities.● An experience with Emergency Response.

Preferred Education:

● Undergraduate degree or equivalent experience● 3+ years of office management experience, ideally with hyper growth technology companies

Ivalua’s core values include a priority on Care & Grow People. We take matters like pay equity very seriously and strive to reward our employees appropriately and fairly for their talents.

The compensation range for this position reflects the cost of labor across our US locations and is based upon careful and continual market research. In addition to location, compensation may also vary based upon job-related knowledge, skills, and experience.

Title: People Operations Generalist

Range minimum: USD 42000

Range maximum: USD 78000

Additional compensation / rewards: Ivalua also offers exceptional benefits including medical, dental, vision and transportation.

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Join Ivalua today and procure a great future for your career!

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