STO Building Group · 10 hours ago
Reception and Office Coordinator
Mountain View, CA
Full-time
Onsite
Entry, Mid Level
$60K/yr - $75K/yr
2+ years expSTO Building Group is seeking a Reception and Office Coordinator to support their Silicon Valley office. This role is critical for managing day-to-day office operations and ensuring compliance with insurance requirements across projects.
Building MaintenanceConstructionHome RenovationInterior Design
Responsibilities
Answer the door and distribute delivered packages
Provide concierge-level support for clients, visitors, and employees
Ensure office facilities are clean, organized, safe, and welcoming
Manage office vendor selection, contracts, and ongoing vendor relationships
Maintain office supplies, furniture, and equipment inventories
Manage incoming and outgoing mail and package deliveries
Coordinate with IT to support technology needs (computers, printers, phones, networks, etc.)
Assist HR with new-hire onboarding logistics, including workspace setup and welcome coordination
Maintain office and event calendars
Plan and coordinate office meetings, events, and employee engagement activities
Implement and support Occupational Health, Safety, and Security programs (ergonomics, emergency response, evacuation planning)
Manage the annual office operations budget in coordination with office leadership
Maintain tenant records and respond to tenant inquiries, complaints, and service requests
Administer building security systems, including card access
Oversee fire prevention, safety systems, and emergency preparedness
Coordinate site and building maintenance issues
Contract, oversee, and inspect work performed by service contractors
Assist with emergency response and evacuation procedures
Monitor and track building maintenance expenses and budgets
Coordinate with internal departments to manage insurance compliance requirements across projects
Support Project Managers by confirming project-specific insurance requirements and obtaining pre-lien information
Request, receive, review, track, and file project-related insurance certificates (COIs and AIEs), ensuring accuracy and completeness
Maintain organized insurance files on a per-project basis and request renewals prior to expiration
Maintain high compliance rates for COIs and AIEs by meeting monthly deadlines
Perform monthly audits in CMIC Facilities Construction Services (FCS) and Vertikal to ensure awarded subcontracts on open projects remain compliant
Close completed projects in Vertikal to prevent non-compliance notifications
Process renewal COIs and AIEs submitted by subcontractors within one week of receipt to avoid payment delays
Educate and reinforce the importance of insurance compliance with project teams
Submit insurance certificates to property owners/building management for each project as required
Maintain professional, timely, and clear communication with subcontractors, vendors, and internal teams
Qualification
Required
2–4 years of professional experience in office administration, facilities management, or project coordination
Skilled in reception, office coordination, or facilities management
Experience in risk management, insurance coordination, or a related field
Working knowledge of insurance terminology, policy types (General Liability, Auto Liability, Workers' Compensation, etc.), and related endorsements
Proficiency with Vertikal RMS CertFocus or similar insurance tracking platforms
Operational knowledge of the construction industry, including insurance, compliance, and risk management practices
Understanding of legal, ethical, and organizational principles within construction environments
Strong analytical, problem-solving, and organizational skills
Excellent written and verbal communication skills, with the ability to engage diverse audiences
Ability to analyze financial and operational data and present information clearly and concisely
Ability to develop clear written policies and summarize technical or complex information
Strong presentation and meeting facilitation skills
Ability to build trust and maintain effective working relationships with internal and external stakeholders
Highly motivated self-starter with strong collaboration and leadership capabilities
Comfortable working under pressure in a fast-paced environment; adaptable to change
Working knowledge of MS Office, Adobe, Procore, CMIC, BuildingConnected, Salesforce, and Core
Demonstrated ability to quickly learn and teach new software systems
Associate's degree required
Preferred
Hospitality or event coordination experience preferred
Bachelor's degree preferred
Experience requesting, reviewing, and tracking Certificates of Insurance (COIs) and related endorsements a plus
Company
STO Building Group
STO Building Group is a construction management company that offers site selection, design review and modernization services.
5001-10000 employees
Funding
Current Stage
Late StageLeadership Team
Brett Phillips
Chief Financial Officer
Terrence. Robbins
Sr Corporate Vice President/CIO
Recent News
2025-09-02
Company data provided by crunchbase