Office & Administrative Assistant

Salary Range: 40 to 54 (Currency: USD) (Pay period: per-hour-wage)

Role Description

Terawatt's headquarters is in San Francisco, CA; this is a hybrid role where candidates must live in the SF Bay Area. Onsite: M, Tu & Wed; remote Th & Fri.  Occasionally there will be requirements to be onsite Th and/or Fri based on business need.

The Office and Administrative Assistant will be responsible for ensuring smooth day-to-day operations of the office through exceptional organizational, communication, and administrative support. Success in this role requires a hands-on approach with meticulous attention to detail, proactive problem-solving, taking pride in creating positive experiences, and the ability to manage multiple priorities in a fast-paced environment. This role anticipates the needs of the workplace and plans ahead, so the office runs smoothly and teams have what they need when they need it. The role also involves collaborating with team members and external partners to support the overall efficiency and effectiveness of office functions. 

The position reports to the Manager, People Operations and will work in close collaboration with the Talent Acquisition team.

Core Responsibilities

Office Operations 

Keep the office and meeting rooms clean, organized, well-stocked, and welcoming, including ordering office and pantry supplies, refreshments, and snacks

Coordinate company-related supplies and shipments with our external sites

Serve as day-to-day point of contact for facilities, vendors, and property management (e.g., night cleaning), supporting safety and security protocols and reporting maintenance or safety concerns

Maintain incoming and outgoing mail, and accept, distribute, and deliver shipments

Reconcile records for supplies used, equipment returned, and related project costs, flagging discrepancies for review

Maintain service and repair logs for office and kitchen equipment

Identify improvements to office processes and workspace setup, recommend them to the Manager, People Operations, and implement approved changes 

Experience keeping office emergency preparedness current, including updating emergency action plans, evacuation maps, emergency contact lists, and coordinating drills with building management

Administrative Support

Serve as the on-site first point of contact for employees, candidates, and visitors, representing Terawatt with a positive first impression with clear communication and professionalism

Administer new-hire onboarding logistics, including setting up a new hire’s office desk, initiating background checks, Form I-9 employment eligibility verification, setup of company systems, and ordering equipment; partner with IT to collect, store, and reconfigure devices

Support offboarding by coordinating device retrieval with IT, deactivating badge access to office and facilities, and helping managers transition account access

Coordinate internal and external meetings, including booking conference rooms and lodging, arranging catering, and preparing materials

Plan and execute company team gatherings and company events from start to finish, including group lodging, ordering, setup, and cleanup

Support teams with miscellaneous tasks such as printing documents for wet signatures and DocuSign

Minimum Qualifications

3+ years of relevant experience in office administration or operations support

Working knowledge of office administration responsibilities, procedures, and ticketing systems

Experience working with office equipment and basic technology tools (printers, scanners, computers, office software) to maintain efficient workflows.

Proficient in MS Office and/or Google Workspace, AI tools; able to learn new software quickly

Strong written and verbal communication skills, with the ability to interact clearly and professionally with employees, vendors, and candidates

Customer Service skills to provide responsive support, handle inquiries, and represent the company professionally in person and over the phone

Ability to demonstrate discretion when handling confidential information

Comfortable with diverse tasks, from administrative work to physical setup and cleanup

Attention to detail and strong organizational skills for maintaining office space, managing records and documentation, which contributes to the overall efficiency in the workplace.

A proactive, “can-do,” “no task too small” attitude and a genuine desire to help others

Resourceful problem-solver who anticipates needs and manages multiple competing priorities

Resilient and adaptable in a changing environment

A collaborative team player who builds strong relationships with colleagues across departments

High school diploma or equivalent

Preferred Qualifications

Experience in an administrative support role that includes scheduling interviews, candidate communication, and follow-up

Experience supporting employee engagement activities and initiatives
Experience at a start-up or other fast-paced, high-growth environment

College coursework