Responsibilities
- Act as the main contact for facilities inquiries, handling email communications and prioritizing employee and vendor issues promptly.
- Oversee daily operations at the San Francisco headquarters and provide operational support to offices in New York City, New Jersey, and Los Angeles, ensuring all spaces are secure, clean, stocked, and fully functional.
- Handle procurement of kitchen and office supplies, including managing the Amazon Business account, tracking spending, and identifying opportunities to reduce costs.
- Ensure office equipment, furniture, and shared spaces are well-maintained by coordinating repairs and upkeep with vendors and building management.
- Manage employee access systems, including issuing and deactivating badges, resolving access issues, and working with IT on system coordination.
- Identify, onboard, and supervise vendors and contractors for cleaning, maintenance, security, catering, and other facility-related services.
- Oversee the company's vehicle fleet, scheduling routine maintenance, managing registrations, insurance, and regulatory compliance.
- Monitor vehicle usage, mileage logs, and condition reports, and coordinate necessary repairs and inspections with service providers.
- Develop and enforce policies for vehicle use to ensure employee safety and appropriate fleet utilization.
- Maintain relationships with fleet service providers, rental companies, and automotive partners.
- Negotiate service contracts and monitor vendor performance to ensure adherence to service level agreements and budgetary limits.
- Serve as the primary contact with building management and landlords for all office locations in San Francisco, New York City, New Jersey, and Los Angeles.
- Develop and maintain emergency preparedness plans, including evacuation procedures and incident response protocols.
- Track CPR and First Aid certifications for staff and ensure first aid supplies and safety equipment are current and fully stocked.
- Ensure ongoing compliance with local health, safety, and building regulations across all office sites.
- Directly supervise and support one Office Specialist with daily tasks, workload prioritization, and performance feedback.
- Promote a cooperative and positive work environment within the facilities team.
- Collaborate with the People team on onboarding logistics for new hires, including workspace preparation, access provisioning, and office tours.
- Proactively gather employee input and implement changes to improve the overall office experience.
Work Arrangement
On-site
Work Arrangement
This position is based in San Francisco and requires full on-site presence five days per week due to the hands-on responsibilities involved.
Other
- Occasional travel between the San Francisco, New York City, New Jersey, and Los Angeles offices may be required as operational needs arise.
- Travel may include regional visits for office management, vendor meetings, or fleet-related activities.
- This role is based in San Francisco and operates fully on-site to support the physical infrastructure and team needs.
