Workplace Support Associate (Facilities & Front Desk) (Palo Alto)

Position Overview

We are seeking a reliable and professional Temporary Workplace Support Associate to assist with front desk coverage, facilities coordination, and general workplace operations. This individual will serve as the first point of contact for guests and vendors while helping ensure the office environment remains organized, secure, and fully stocked throughout the day.

This role is ideal for someone who is detail-oriented, proactive, and comfortable balancing light administrative support with facilities oversight responsibilities.

Work Environment This position is based onsite and requires consistent presence at the front entrance and throughout shared office spaces. The ideal candidate is proactive and comfortable taking initiative to ensure smooth daily operations.

Key Responsibilities:

Front Desk & Guest Support ● Greet visitors and direct them to sign in using the company iPad check-in system ● Ensure all guests complete required sign-in procedures (including NDAs, if applicable) ● Notify internal team members of guest arrivals ● Maintain a professional and welcoming front-of-house presence

Vendor & Repair Coordination ● Meet repair technicians and service vendors upon arrival ● Escort and shadow vendors while they are on-site to ensure proper access and safety compliance ● Prevent unauthorized wandering in operational or restricted areas ● Communicate updates regarding repair status to internal stakeholders as needed Workplace & Kitchen Support ● Stock kitchen and break room supplies multiple times per day ● Monitor inventory levels and notify leadership when supplies need replenishment ● Maintain cleanliness and organization of shared spaces (in coordination with janitorial staff)

General Facilities Assistance ● Support light facilities-related needs as they arise ● Assist with badge distribution or access coordination if needed ● Serve as a liaison between internal teams and external service providers

Required Qualifications ● Prior experience in reception, facilities support, office coordination, hospitality, or light security ● Professional and courteous demeanor with strong interpersonal skills ● Ability to monitor and oversee vendor activity in a calm and attentive manner ● Strong organizational skills and attention to detail ● Comfortable managing multiple small tasks throughout the day ● Reliable, punctual, and dependable ● Ability to maintain confidentiality when handling visitor information or internal matters

Preferred / Bonus Qualifications ● Experience in facilities management or workplace operations ● Experience in a manufacturing, workshop, or operational environment ● Background in light security or front desk access control ● Familiarity with visitor management systems or digital sign-in tools ● Experience handling NDAs or confidential documentation at a front des