Overview
Office Administrator Jobs in Fremont, CA at Way.com
Title: Office Administrator
Company: Way.com
Location: Fremont, CA
Way.com is the app millions of drivers use to book and save on parking, car washes, and other car services. Behind the scenes, we partner with parking operators, car washes, and venues across North America, giving them the tools to fill their lots, set their prices, and take care of their customers. It’s a fast-moving business, and our team keeps it running every day.
We’re looking for an events coordinator to own our customer-facing events end to end—while keeping our office running smoothly as a primary point of contact. You’ll plan and run up to 10 trade shows for our B2B line of business and bring that same organizational precision to reception, scheduling, and office coordination. This role suits someone who juggles multiple priorities, anticipates needs before being asked, and is detail-oriented at their heart.
What You’ll Own
Event Planning & Coordination
- Plan and execute up to 10 events throughout the year—from conferences and trade shows to smaller networking events and company-hosted gatherings.
- Coordinate with internal stakeholders (marketing, sales, product teams) to align event objectives and ensure all event-related deliverables are met.
Logistics & Vendor Management
- Handle the logistical aspects of each event, including venue selection, vendor management, and materials, signage, and promotional items.
- Negotiate contracts and agreements with venues, vendors, and event partners to ensure favorable terms and adherence to budget.
- Coordinate with external partners (event planners, caterers, audio/visual teams, speakers) to ensure timely delivery of services.
Registration & Attendee Communications
- Manage the event registration process, including creation and management of registrations.
- Handle attendee communications—confirmations, reminders, and post-event follow-ups.
Budget, Timeline & Travel Management
- Track event budgets, ensuring all events are executed within financial constraints.
- Maintain detailed timelines and schedules, ensuring all milestones are met in advance of event dates.
- Coordinate travel and accommodation logistics for team members and speakers when events require travel.
Post-Event Reporting & Analysis
- Analyze event success, collect feedback, and provide post-event reports on performance, attendance, and lessons learned.
Office & Administrative Operations
- Manage office reception—greet visitors and coordinate meeting logistics.
- Schedule and coordinate meetings, conference calls, and site visits.
- Maintain office supplies inventory and place orders as needed.
- Prepare basic reports and documentation for operations and management teams.
Who You Are
- 4+ years of event coordination or event planning experience (corporate, venue, nonprofit, or hospitality background).]
- 2+ years of front desk, customer service, or administrative experience.
- Excellent organizational skills with the ability to manage multiple priorities simultaneously.
- Strong phone communication skills; you listen actively and resolve concerns calmly.
- Proficient in Microsoft Office (Outlook, Word, Excel) and basic CRM or ticketing systems.
- Professional demeanor—you represent the company positively in every interaction.
- High school diploma or equivalent.
- Experience coordinating trade shows with 50+ attendees.
Why This Role Is Special
- Own the events engine—your work directly shapes how partners, customers, and the team experience Way.com.
- Growth in an emerging industry: parking and automotive services are being reinvented, and you’ll be part of that story.
- Learning opportunity: gain exposure to SaaS, operations, and the multi-unit venue business.
- Collaborative team of operations-focused, energetic people who respect professionalism and hustle.
Compensation & Benefits
- Competitive salary (commensurate with experience).
- Health insurance, PTO, professional development opportunities.
- Compensation range: $72k-$80k
How to Apply
Apply with your resume, a brief cover letter, and one example of an event you successfully managed.
