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Event Logistics Coordinator – Workday

Company Name: Workday
Location
: Pleasanton, CA 
Type: Contract 

Job Description:

Responsibilities

  • Responsible for all logistics related to executive briefings and other events (i.e., catering, badges, name cards, room set-up, A/V, agendas, printing, restaurant reservations, transportation needs, etc.
  • Manage the calendar for the center and schedule all briefings and event requests.
  • Staff the CXC front desk in 6110 (or 6130 as needed) to be available for any guests in the center
  • Work closely and maintain relationships with other individuals, departments and vendors that support briefing operations (Facilities, IT, Security, Catering and other outside vendors)
  • Learn how to operate and be comfortable assisting with A/V equipment and basic troubleshooting
  • Handle the distribution and collection of the engagement surveys as well as entering feedback data and sending results to the Briefing Engagement Managers and Account Executives
  • Coordinate catering for all engagements/events, including the setup/breakdown and cleanup in conjunction with the onsite catering team. Also manage all catering procurement details (coordination of delivery, collection of receipts, and billing information)
  • Provide concierge-style service to all customers and guests. Meet and greet customers as they arrive and escort them to their assigned suite/room. Act as main contact throughout their day in the CXC for any needs that come up.
  • Order office supplies, customer gifts and other items as needed and maintain constant inventory.
  • Maintain and update internal tools, documents, and applications as needed.
  • Be able to work a flexible schedule in order to support events that take place in the evening or early morning (advance notice is provided)
  • Ensure the center meets high expectations with regard to appearance, cleanliness, organization, functionality and overall quality experience. Work through the right teams or vendors to maintain this (janitorial, facilities, IT, etc.)
  • Manage all procurement details as it relates to any services rendered for the Customer Center (coordination of delivery, collection of receipts, and record billing information)
  • Onsite liaison of all users of the Workday Customer Center providing assistance as necessary for all meetings
  • Initiate logistics calls with Account Executives/briefing hosts to discuss and/or educate them on their briefings’ logistical requirements, restrictions, etc
  • Provide logistical support and management for ‘non-briefing’ events, as necessary
  • Work with Facilities and/or Security as needed for guest parking needs, registration, etc.

Basic Qualifications

  • Very strong organizational skills with the ability to prioritize and manage multiple tasks simultaneously; time management skills are critical
  • High attention to detail in all areas; ability to keep track of many details at once and make sure everything is of the highest quality
  • Ability to work against deadlines and ensure all deliverables are ready in advance of every briefing, meeting or other event
  • Ability to anticipate the needs of the team and all guests
  • Very strong verbal and written communication skills in professional settings
  • The highest level of customer service; an attitude of doing whatever it takes to make sure our employees and customers have the best experience when they visit the CXC
  • Demonstrated ability to problem-solve and quickly activate solutions for any needs that arise
  • Very comfortable with all Microsoft Office suite and Google suite
  • Ability to work independently with minimal supervision
  • Ability to work in a fast-paced work environment; sometimes under pressure with many competing demands
  • This role is onsite in Pleasanton between 3-5 days/week, depending upon the larger teams calendar of events and hours vary between 7am – 6pm (most often, they fall between 8am-5pm, but occasionally events start early or stay late)

This is the pay range that Magnit reasonably expects to pay for this position: $29.00/hour – $40.00/hour

Benefits:

Medical, Dental, Vision, 401K

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