Applicants: Please apply via LinkedIn.

Location
: San Mateo, CA

Overview

Neo Technology, Inc. is a fast moving software start-up with extensive international operations.  Founded in Sweden, the company is now based in San Mateo, California.  We’re looking for an Office Manager to fill the ‘jack-of-all-trades’ role that Start-ups require. 

This position reports to the Finance Director and will work with all areas of the company to fill many vital roles.  The Job has three main roles of Executive Assistant, Office Manager and light Sys Admin.

If you like a flexible work environment while dealing with some ambiguity, and are an organized self-starter, we’re looking for you.  A high level of professionalism and confidentiality is crucial to this role.

Neo Technology has a unique Scandinavia meets Silicon Valley culture and we’re looking for someone who can hit the ground running while keeping the environment fun and upbeat across the many cultures that the company encompasses.

EXECUTIVE DUTIES:

Executive Assistant: Assist corporate officers as needed with calendar management, arranging meetings and interviews and travel management. Fill-out expense reports as needed for CEO, COO.

Meeting Planning:

Arrange and event-plan Corporate off-site meetings, E-staff meetings, Company team-building events and other corporate events as needed. Arrange and facilitate monthly All Hands Conference Call (set agendas, consolidate presentations, arrange guest speakers, deal with software and hardware challenges, keep on time, etc). Work closely with Business Operations Manager (in Malmo, Sweden) and Marketing Event Planner (San Mateo).

Contracts:
Facilitate obtaining contract signatures from appropriate corporate officers and counter signatures from customer & vendors as needed. This entails obtaining ink signatures, Docusign for electronic signatures, and scanned signatures. Works closely with outside legal counsel to maintain corporate legal files. Assists with Due Dilligence during fund-raisings.

HR:
Arranging candidate interviews, job postings, filing of offer letters. Confidentiality is a MUST.

OFFICE MANAGEMENT:

Reception and Phone Management: greet office visitors, distribute digital voice-mails to appropriate personnel and distribute snail-mail in office.

Facilities:
Assist Finance Director with Landlord and Property Management issues. As the Company grows, may assist with re-modeling and repair projects as the office space requirements expand. Manage Cleaning Company. Tidy up Office as needed.

Security System:
Administer Security System: distribute, cancel, maintain key card list. Liaise with Service Provider. Oversee contract and monthly invoices. Maintain office keys securely.

Office Equipment:
Be the ‘power user’ of the copier, scanner, fax, dishwasher, conference phone, thermostat, etc. Manage service providers in these related areas. 

Filing & E-filing:
Administer corporate contract files in hard and soft copy.

Purchasing:
Order and maintain office supplies and kitchen supplies and food stuffs.

SYSTEM ADMINISTRATION:

Corporate Credit Cards:
Assist accounting manager manage corporate officer credit cards. Gather receipts, consolidate monthly statements, assist with account coding and discrepancy investigation. Some data entry into accounting system.

SaaS Providers:
Administer DropBox team, Docusign, GotoMeeting accounts. Working knowledge of the following Service Providers a plus: DocuSign, Drop Box, GotoMeeting, GotoWebinar, SugarCRM, QuickBooks.

Desired Skills and Experience

  • Start-up experience highly desired – flexible and ability to multi-task is a must.
  • Ability to cope with a changing job description and growth in responsibility and expectations.
  • Good organization skills
  • College degree (2 yr or 4 yr)
  • Tech savvy
  • Confidentiality – ability to handle and cope with sensitive information appropriately.
  • Previous experience (2-7 years) in similar role with a technology company
  • International experience a plus
  • Prior experience in Para-legal, Sales Ops, Event Planning, or Accounting a plus