Office Coordinator

4 weeks ago

Dublin, Ireland Klaviyo Inc. Full time

At Klaviyo, we value the unique backgrounds, experiences and perspectives each Klaviyo (we call ourselves Klaviyos) brings to our workplace each and every day. We believe everyone deserves a fair shot at success and appreciate the experiences each person brings beyond the traditional job requirements. If you’re a close but not exact match with the description, we hope you’ll still consider applying. Want to learn more about life at Klaviyo? Visit careers.klaviyo.com to see how we empower creators to own their own destiny.

Klaviyo is seeking an Office Coordinator to join our Global Real Estate Ops team. We’re looking for someone who is experienced in maintaining an effective and efficient office working environment, genuinely enjoys working with diverse people, and is passionate about creating a welcoming and collaborative environment for both employees and visitors. This highly impactful role will be part of the Finance Organization, report directly to the Manager of Office Operations and Facilities, and will work cross-functionally with Global IT, People Operations, Marketing, Internal Comms, Employee Experience and others. This person will have the opportunity to join us on our mission to enable Klaviyos to thrive, to contribute to a uniquely special culture, and to make the company the place where the best-of-the-best come to work.

How You'll Make a Difference

  • Managing the day to day operations of our Dublin Hub.
  • Field daily inquiries by employees in the Dublin hub on questions and issues.
  • Monitor Office Operations support ticket queue and resolve questions with comprehensive answers.
  • Assist Global IT team with on-the-ground support for maintenance of Klaviyo provided technology such as computer monitors, conference room systems, and technology accessories.
  • Work with and act as a primary contact for the local property management team. Handle suite related needs and maintenance.
  • Responsible for enforcing and suggesting updates to office policies, procedures and safety standards (emergency evacuation plan, visitor registration, security, Health & Safety Compliance, etc.)
  • Greet and register office vendors and visitors.
  • Assist in facilitating the future of work plan for the Dublin Hub.
  • Utilize space management software, OfficeSpace, to assist with space management and helping Klaviyos find meeting spaces.
  • Assist in facilitating meetings/events coordination with the Employee Experience team and other internal stakeholders.
  • Assist in maintaining the overall appearance, organization, and cleanliness of the Dublin Hub. Performing daily walkthroughs to ensure workstations, conference rooms and public spaces are clean and presentable.
  • Restock and maintain inventory and supply management of office supplies, cleaning supplies, bathroom supplies, PPE, technology accessories, etc.
  • Oversee recurring office service vendors.
  • Assist to manage office access for Klaviyo employees/new hires by creating, replacing and terminating access cards.
  • Assist the New Hire Onboarding team with scheduled in person onboarding for Dublin Hub based employees. Provide a seamless integration into the Dublin Hub by ensuring access cards, instructions and training rooms are set up.
  • Assist in facilitating in-office food and beverage programs.
  • Assist in monitoring office utilization.
  • Assist with interoffice moves.
  • Be an ambassador of company culture and values. Be approachable, reliable and energetic.
  • Assist with additional special projects, as required.

Who You Are

  • 1-3+ years of office, facilities, or related experience.
  • Prior customer service, IT, admin, or event management experience is a plus.
  • Experience with GSuite, Slack, OfficeSpace, and Freshworks is a plus.
  • Monday-Friday in-office attendance required, ~8:30-5pm with flexibility around onsite events.
  • Ability to prioritize workload, follow through, and complete tasks in a timely manner.
  • Strong organization and planning skills.
  • Comfortable owning projects and making decisions; takes initiative and works well independently as well as with others.
  • Customer service oriented; outgoing and personable; polished approach with internal and external clients.
  • Ability to work in a fast-paced environment with changing needs and requirements.
  • Strong attention to detail, can learn quickly and understand big picture concepts.
  • Ability to lift >9kg.

The pay range for this role is listed below. Sales roles are also eligible for variable compensation. This role is also eligible for competitive benefits and perquisites, subject to company policy and applicable law.

Get to Know Klaviyo

We’re Klaviyo (pronounced clay-vee-oh). We empower creators to own their destiny by making first-party data accessible and actionable like never before. We see limitless potential for the technology we’re developing to nurture personalized experiences in ecommerce and beyond. To reach our goals, we need our own crew of remarkable creators—ambitious and collaborative teammates who stay focused on our north star: delighting our customers. If you’re ready to do the best work of your career, where you’ll be welcomed as your whole self from day one and supported with generous benefits, we hope you’ll join us.

Klaviyo is committed to a policy of equal opportunity and non-discrimination. We do not discriminate on the basis of race, ethnicity, citizenship, national origin, color, religion or religious creed, age, sex (including pregnancy), gender identity, sexual orientation, physical or mental disability, veteran or active military status, marital status, criminal record, genetics, retaliation, sexual harassment or any other characteristic protected by applicable law.

IMPORTANT NOTICE: Our company takes the security and privacy of job applicants very seriously. We will never ask for payment, bank details, or personal financial information as part of the application process. All our legitimate job postings can be found on our official career site. Please be cautious of job offers that come from non-company email addresses (@klaviyo.com), instant messaging platforms, or unsolicited calls.

You can find our Job Applicant Privacy Notice here.

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