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First Impressions Coordinator /Administrative Assistant

  • Department Workplace
  • Location United States - San Mateo, CA
The First Impressions Coordinator is a highly visible role in a high traffic location that serves as the first point of contact for all guests visiting Guidewire Software Headquarters in San Mateo. The position requires poise, tact and diplomacy while greeting and supporting Executives and their Administration team, global Guidewire employees, and customers. Providing a high standard of hospitality, customer service, and positive energy to everyone at all times is an imperative skill in this role. It is important that the First Impressions Coordinator ensures the security of Guidewire’s employees and proprietary information by allowing only escorted visitors into our secure office space. The position requires attention to detail while answering phones, responding to inquiries from a diverse population, composing accurate messages and, scheduling appointments.
In addition, the First Impressions Coordinator will have administrative support duties which includes filing, copying, budget tracking, scanning and projects that require MS Office skills. The position will have regular access to company information, requiring professional discretion and confidentiality at all times. Guidewire is an exciting, fast-paced environment requiring the ability to juggle multiple competing tasks and demands. 

Primary Responsibilities

  • Welcome visitors, employees, trainees by greeting them in person or by telephone; answering or referring inquiries and assisting with visitor check in!
  • Enforce security and access protocols
  • Order and distribute office supply, including specialty items for various departments
  • Employee and contractor on-boarding and seating assignments at local office
  • Update workplace policies and/or processes relevant to intradepartmental and cross functional business operations
  • Vendor management; office suppliers, courier accounts, catering services
  • Sort mail & deliveries
  • Oversee general appearance of lobby area
  • Assist with conference room center management and bookings
  • Working with Property Management and engineering to ensure a safe and clean environment
  • Manage and respond to Workplace tickets via ServiceNow
  • Handle catering: orders, delivery, set up upon request
  • Setup and takedown of furniture and equipment, reconfigurations, learning center, outdoor terrace, company meetings and special events.
  • Ensure consistent communication and processes
  • Health and safety, participate in becoming part of the Emergency Response Team (BERT)
  • Special projects as assigned by manager
  • Manage and update internal documentation and shared sites
  • Collaborate with Global Workplace team on communications and internal projects

Key Competencies

  • 2 years executive and/or reception experience in a fast-paced environment
  • High level of professionalism and confidence; ability to make decisions in line with department goals & objectives!
  • Strong organizational and time management skills; ability to work with a high sense of urgency within established timelines, exercising consistent follow-through/follow-up when necessary
  • Strong computer skills in MS Office/Windows including Outlook, Excel, Word, SharePoint Suite a plus
  • Ability to prioritize and operate in an environment of frequently changing priorities and managing the demands of a quickly growing workforce
  • Quick thinker/learner with “business owner” mentality who will handle assignments, tasks, and projects with intrepid initiative and ingenuity
  • Ability to maintain discretion and strict confidentiality
  • Excellent verbal and written communication skills
  • Positive attitude with “internal” customer focus and professional demeanor
  • Comfortable using and learning new technology; ability to use chat program
  • Occasionally required to move boxes/stock weighing up to 40lbs

About Guidewire

Guidewire is the platform P&C insurers trust to engage, innovate, and grow efficiently.

Guidewire combines core, data, digital, analytics, and AI to deliver our platform as a cloud service. More than 400 insurers, including the largest and most complex in the world, run on Guidewire.

As a partner to our customers, we continually evolve to enable their success. We are proud of our unparalleled implementation track record with 1000+ successful projects, supported by the largest R&D team and partner ecosystem in the industry. Our Marketplace provides hundreds of add-ons that accelerate integration, localization, and innovation.

Guidewire Software, Inc. is proud to be an equal opportunity and affirmative action employer. We are committed to an inclusive workplace, and believe that a diversity of perspectives, abilities, and cultures is a key to our success. Qualified applicants will receive consideration without regard to race, color, ancestry, religion, sex, national origin, citizenship, marital status, age, sexual orientation, gender identity, gender expression, veteran status, or disability. All offers are contingent upon passing a criminal history and other background checks where it's applicable to the position.

Disability Accommodations and Guidewire’s Appeals Process. Guidewire provides accommodations to the hiring process to create a fair opportunity for candidates with disabilities to contend for open positions. Accommodation requests should be directed to (650) 356-4940 or Accommodations@guidewire.com. If things do not go as hoped, we invite you to use our appeals process. Guidewire promises to independently review any denied accommodation and any decision not to offer you the position. The appeals process is the same in either case. Within five business days of receiving a notice of denial of an accommodation, or receiving a notice of your non-selection for a vacancy, call (650) 356-4940 or e-mail Accommodations@guidewire.com to make an appeal. Guidewire will assign a new decision-maker to review the request and/or hiring decision, who will then notify you in writing of a decision within 10 business days.
Talent rewards

The perks. The rewards. The good stuff.

We’re proud to shout about our awesome benefits packages. Holistic wellness is a big deal for us. We offer everything you need to support your work and, most importantly, your work-life balance. We’re committed to helping you be the best version of yourself. Inside and outside of work.

FINANCIAL

FINANCIAL

Receive market-competitive pay and incentive programs—because you deserve it! To help future-proof your income, we offer generous support through retirement savings plans.

HEALTH AND WELLNESS

HEALTH AND WELLNESS

Keep your physical and emotional health in tip-top shape with health insurance for you and your family, an employee assistance program, annual wellness reimbursement, and access to wellness resources.

FLEXIBLE WORKING

FLEXIBLE WORKING

Work in an environment where you’ll have the freedom and trust to make an impact, with time for your life outside of work.

DOWNTIME

DOWNTIME

Relax and kick back through our generous paid time-off programs. Make a difference in your community with three volunteer days each year. Take your own personal day of rest with My Day. We also offer 16 weeks of paid leave for all new parents.

CONTINUAL DEVELOPMENT

CONTINUAL DEVELOPMENT

We encourage self-directed learning, giving you every chance to become a better version of yourself, both professionally and personally. At Guidewire, lifelong learning is here for the taking.

CAREER MOBILITY

CAREER MOBILITY

Your career opportunities are only limited by your own imagination. Guidewire’s community is filled with chances to expand your horizons across any of our teams or worldwide‌‌‌‌‌‌‌ locations.