Administrative Support Specialist

ABOUT THE ROLE

Jotform is a San Francisco-based SaaS company with more than 25 million users worldwide. Our 10,000+ ready-made form templates, 100+ integrations, and nearly 400 widgets have made us one of the most popular online form builders for organizations of all sizes from small businesses to large enterprises.

The Administrative Support Specialist will help optimize our team's experience in our San Francisco HQ office and also throughout the US, the UK, Canada, and Australia.

This role involves project management, cross-functional collaboration, and vendor relationship management to help build, maintain, and refine various administrative systems.

This part-time role (20 hours per week) will be based out of Jotform’s San Francisco office and will report to the HR Business Partner.

The key responsibilities of this role include but are not limited to :

Event Planning

• Arranging weekly lunch orders
• Coordinating in-office birthday celebrations and helping with additional projects as necessary (such as helping plan holiday parties, launch parties, etc.)
• Helping organize team members’ travel + accommodations for events
• Arrange logistics for conferences, seminars, and events throughout the organization.

Inventory Oversight

• Creating systems to manage ordering and organization of :
• Snacks and drinks
• Office supplies and equipment
• Swag
• Emergency supplies

Equipment Distribution and Collection

• Sending equipment and Jotform swag to remote new hires
• Setting up office equipment and Jotform swag for in-office new hires
• Arranging return of company property from former employees
• Updating office floor plan during headcount / layout changes

Vendor Management

• Managing workplace-related vendors :
• Property management (employee access, maintenance, etc.)
• Bi-weekly water deliveries
• Internet
• Monthly commuter benefit orders
• Sourcing and managing vendors related to customer appreciation initiatives

Clerical and Administrative Support

• Filing customer payment receipts
• Helping with preparation and processing of various forms
• Assists with coordination of other duties and special projects as assigned

Office Upkeep

• Tidying office kitchen and supply areas
• Loading and emptying dishwashers
• Reporting maintenance issues to the building and tracking completion

Emergency Preparedness

• Coordinating with HR on :
• Serving as safety warden and representative at building safe

ty meetings

Ensuring adequate supply of emergency provisions (first aid, food, water)

About you :

• Willing to work 20 hours per week in-office
• Growth mindset!
• Proactive problem-solver with a people-first mentality
• Ability to communicate & collaborate effectively at all levels; strong verbal and written communication skills
• Strong organizational skills and attention to detail
• Experience with, or interest in, vendor management
• Experience with, or interested in, setting up and improving processes / procedures
• Nice to have : Current enrollment in or completion of a Bachelor's degree program in Business Administration, or related disciplines at an accredited university

C ompensation, Benefits and Perks :

• Paid sick time
• Holiday office closures
• Monthly commuter benefit stipend
• Convenient location next to the Embarcadero with a great view of the Bay!

OUR PROCESS

Thanks in advance for your interest and for taking the time to apply for the office assistant position at Jotform!

We’ll review your application along with all the others we receive and choose the top candidates. In many cases, due to time constraints and the volume of applicants, only short-listed candidates will be contacted, but we do consider each application carefully.

If you are short-listed, we will contact you for a short screening call to get to know you better. If you aren’t asked to complete the screening, please don’t be disappointed! We receive many applications for each role.

Jotform is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, national or ethnic origin, sex, sexual orientation, gender identity or expression, age, disability, protected veteran status, or other characteristics protected by law.

Jotform values your privacy. You can find more information regarding our applicant privacy notice here :