Facilities/Administrative Assistant

Job ID: 24-493

Come Join Our Passionate Team!  At Barracuda, we make the world a safer place. We believe every business deserves access to cloud-enabled, enterprise-grade security solutions that are easy to buy, deploy, and use. We protect email, networks, data and applications with innovative solutions that grow and adapt with our customers’ journey. More than 200,000 organizations worldwide trust Barracuda to protect them — in ways they may not even know they are at risk — so they can focus on taking their business to the next level.
We know a diverse workforce adds to our collective value and strength as an organization.  Barracuda Networks is proud to be an Equal Opportunity Employer, committed to equal employment opportunity and equitable compensation regardless of race, gender, religion, sex, sexual orientation, national origin, or disability.

Envision yourself at Barracuda

As Facilities/Administrative Assistant, you will help drive the efficiency of our business by providing facilities office support and administrative duties.  This role will involve coordinating across multiple organizations and supporting our teams onsite in our Ann Arbor office. 
This role requires an independent self-starter who serves as an ambassador and demonstrates sound judgment and establishes a foundation of loyalty through behaviors that inspire trust.
The ideal candidate understands the importance of confidentiality and discretion while simultaneously communicating context to stakeholders. In addition, the ideal candidate is a hands-on team player working to ensure that the office is well maintained, interfacing with local landlords and vendors.
What you will be working on

Front Office Management:

• Ensure effective Courier management both inbound and outbound.
• Provide superior and seamless service during guest and client visit.
• Guest relation, client visit, conference room bookings.
• Maintain records, data integrity, safety compliance and resource optimization.
• Understand and adhere to safety norms.

Facilities & Infrastructure Management:

• Develop and implement a facility management program including primitive maintenance lifecycle requirements.
• Planning and maintenance of physical environment and space utilization
• Manage /supervise all constructive but innovation of an interim decoration work of the facility.
• Ensure logistical assistance for organizing events both externally and internally for all stakeholders.
• Support teams to arrange and procuring items for the social and team bonding events organized and decorating the office premises for such events.
• Implement structured infrastructure and facilities management services like outsourced services, LL management and asset management.
• Handle visitor management.
• Review of the adherence to maintenance (preventive predictive and corrective) calendars.
• Manage Office Maintenance - Cleaners, Repairs, Renewals, etc.
• Proactive role for any supporting facilities works to be scheduled with MEP’s (Mechanical – Electrical – Plumbing) and associated workloads. 
• Track stocks of office supplies and place orders when and if necessary.

Vendor Management:

• License and negotiate with vendors with an objective to seek best possible deals keeping in mind of budget allocated.
• Act as POC for any escalations between business and service provider.
• Manage office equipment contracts, annual maintenance contracts, etc.
• Manage local office invoices, prepare, and load into finance system for approvals routing.
• Evaluate vendors performance and said service level agreement and monitor the same.
• Ensure quality of service provided within the office are on par with prescribes company standards.
• Ensure that all the registers relating to contractors, housekeeping, security are maintained as per the statue and periodical reviews.

Additional duties:

• Undertake any other ad-hoc duties as and when assigned.
• Support other lines of business as and when required.

What you will bring to the role

• 1-2 years of facilities admin experience
• Excellent administrative skills and organizational skills
• Strong written and verbal communication skills
• Proficiency in Microsoft office, including PowerPoint, Excel and Word
• Proactive problem solver with exceptional communication skills and the ability to multi-task
• Well organized and able to work independently and take own initiative
• Able to work with all levels of the company across multiple locations
• Ability to maintain professionalism and confidentiality with all materials and exercise discretion

What you’ll get from us

A team where you can voice your opinion, make an impact, and where you and your experience are valued. Internal mobility – there are opportunities for cross training and the ability to attain your next career step within Barracuda.

• Equity, in the form of non-qualified options
• High-quality health benefits
• Retirement Plan with employer match
• Career-growth opportunities
• Flexible Time Off and Paid Time Off benefits
• Volunteer opportunities

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