Office & Facilities Manager

Location: Fremont, CA (On-site)

Job Type: Part-Time (32 hours/week)

Position Summary

We are seeking a proactive, highly organized Office & Facilities Manager to oversee daily workplace operations and ensure a smooth, efficient office environment. This role coordinates facility maintenance, environmental health and safety (EH&S) compliance, vendor relations, and administrative operations to support staff productivity and maintain a safe workspace.

Key Responsibilities

Facility Operations & Maintenance

Oversee site maintenance, repairs, inspections, and service vendors for building systems (HVAC, electrical, plumbing, roofing, elevators, fire, and security systems).

Perform minor maintenance tasks based on photos, blueprints, written guides, or supervisor instructions.
Manage building climate controls and resolve HVAC issues using facility management software.
Coordinate exterior up-keep, including landscaping safety, tree maintenance, and property services.
Serve as the main point of contact for the landlord regarding lease-related items, building services, and capital improvement projects.
Respond promptly to urgent maintenance requests and facility inquiries.

Environmental Health, Safety (EH&S) & Compliance

Maintain compliance with local, state, and federal requirements (OSHA, Cal/OSHA, fire codes, and environmental regulations).

Coordinate required safety inspections, drills, tests, and certifications (fire sprinklers, HAZMAT, extinguishers, emergency preparedness).
Compile and submit required environmental reports for regulatory bodies and key stakeholders.
Manage hazardous waste accumulation areas in accordance with RCRA certifications and coordinate with disposal contractors.
Maintain and renew necessary operating permits (BAAQMD, CERS, HMBP, local licenses).
Partner with HR to schedule required workplace safety and equipment operator trainings.
Oversee site sanitation efforts and stock necessary Personal Protective Equipment (PPE).

Office Administration & Logistics

Manage office supply inventory, stocking, and vendor relations (including coffee and janitorial services).

Assist HR with new hire setup, including workstation allocation, keycard access badges, and facility orientations.
Coordinate company events, celebrations, and special administrative projects.
Oversee office phone and voicemail systems.
Handle general administrative tasks such as data entry, filing, record keeping, and vendor purchasing coordination.

Qualifications & Core Competencies

Professional experience in facilities management, office operations, or administrative leadership.

Practical knowledge of facility operations, vendor oversight, site safety, and workplace budgeting.
Familiarity with workplace safety standards (OSHA/CalOSHA), permit renewals, and environmental health protocols.
Strong organizational abilities with a track record of handling multiple operational priorities simultaneously.
Excellent written and verbal communication skills.

• Proficiency with administrative systems, basic facility management software, and vendor coordination.