Office Assistant Part-Time

Purpose

This is a 20 - 24 hour per week position.

We are looking for someone who becomes the heart of the office, someone who creates warmth, keeps the environment running smoothly, anticipates needs before they arise, and helps employees and visitors feel genuinely welcomed and supported. The Part Time Office Assistant also serves as the face of the office, creating a positive, welcoming, and professional experience for employees, clients, and visitors. This role plays a key part in fostering an organized, engaging, and high-functioning work environment that supports both day-to-day operations and company culture.

Working closely with business unit leadership, the Office Assistant will oversee office operations, facilities coordination, vendor relationships, employee experience initiatives, and office events while ensuring the office operates efficiently, safely, and seamlessly.

Representative Tasks and Responsibilities

Management of Office Operations

• Serve as the primary point of contact for employees, clients, and visitors, providing a high level of hospitality and concierge support.
• Create and maintain a professional, welcoming, and engaging office environment.
• Ensure office facilities remain clean, organized, safe, and fully operational.
• Manage vendor selection, relationships, and service agreements.
• Maintain office supply inventory and coordinate equipment purchases as needed.
• Oversee incoming and outgoing mail, deliveries, and packages.
• Partner with IT to ensure office technology and equipment needs are met, including computers, printers, phones, and network-related support.
• Assist HR with onboarding activities including workspace setup, office orientation, and employee welcome coordination.
• Maintain office calendars, conference room schedules, and shared resources.
• Plan and coordinate office events, employee engagement activities, meetings, and celebrations.
• Support the implementation of office Occupational Health, Safety, and Security programs, including ergonomics, emergency preparedness, and workplace safety initiatives.
• Manage annual office operations budgets in partnership with the SF Office Manager and business unit leadership.
• Identify opportunities to improve office processes, efficiency, and employee experience.

Facilities Coordination with Building Ownership

• Maintain tenant and building records as required.
• Respond to and help resolve facility-related requests, complaints, and operational issues.
• Manage building security systems, including office access cards and visitor access procedures.
• Coordinate and oversee building safety systems including fire prevention and emergency response procedures.
• Address site and building maintenance issues in a timely and proactive manner.
• Coordinate service vendors and contractors for maintenance, repairs, and office improvements.
• Oversee contractor work and inspect completed services to ensure quality standards are met.
• Support emergency response procedures and office evacuations when necessary.
• Monitor and track building maintenance and facilities-related budgets.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The qualifications listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Experience

• 2–4 years of professional experience in office management, facilities coordination, hospitality, or workplace operations.
• Experience in event coordination, hospitality, or client-facing environments is a plus.
• Experience supporting fast-paced professional services or construction environments preferred.
• Expense management
• Recruitment Administration

Pay: $23.00 - $30.00 per hour

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Referral program
• Retirement plan
• Tuition reimbursement
• Vision insurance

Work Location: In person