Office & Facilities Coordinator

Office & Facilities Coordinator

Our San Jose office is seeking a highly organized, hands-on, and proactive Office & Facilities Coordinator to own the day-to-day operations of our office and building facilities. This role combines front desk coordination with broader responsibilities in office operations, vendor management, and facility upkeep to ensure a safe, efficient, and welcoming environment for our team and visitors.

The ideal candidate takes initiative to identify issues before they arise, manages facility and equipment upkeep with confidence, and takes pride in maintaining a professional, well-functioning workspace.

Responsibilities:

Front Desk & Office Operations

• Serve as the welcoming first point of contact for employees, clients, and visitors, ensuring a positive front-office experience.
• Manage phone lines, mail, and deliveries efficiently and professionally.
• Support office operations by maintaining systems, layouts, and shared spaces to optimize function and appearance.
• Coordinate conference room setups, meeting logistics, and lunch orders for in-office gatherings.
• Provide light administrative support to staff (printing, scanning, copying, labeling, etc.) and assist with occasional travel or scheduling needs.

Facilities & Equipment Management

• Take full ownership of building and equipment maintenance, monitor conditions daily, identify issues early, and coordinate timely repairs or service.
• Partner with vendors for maintenance and repair services (e.g., Building Maintenance, HVAC, plumbing, janitorial, security, copier, water delivery).
• Track and manage preventative maintenance schedules for building systems and office equipment.
• Oversee and coordinate small building projects, minor building renovations & repairs, staff moves, and workspace reconfigurations; ensure safety and minimal disruption during any facilities work.
• Maintain safety and compliance standards; support emergency preparedness and response (e.g., safety drills, first aid, reporting hazards).
• Perform light repairs and maintenance or facility tasks directly when appropriate (changing light bulbs, restocking supplies, tightening fixtures, hanging necessary wall mount items, etc.).
• Schedule and maintain all company vehicles and shared technical equipment (e.g., cameras, batteries, meters) this included scheduled maintenance and staff use coordination, working with all necessary parties to maintain check-out and maintenance logs.

Inventory & Procurement

• Manage purchasing and inventory of office, janitorial, and kitchen supplies; anticipate needs and reorder proactively.
• Coordinate and log all purchases in SharePoint, ensuring accurate budget tracking and reporting.
• Maintain well-organized and stocked supply areas, ensuring accessibility and cleanliness.

Vendor & Financial Coordination

• Build relationships with key service providers and ensure vendors deliver consistent, quality service.
• Oversee invoices, purchase orders, and contract renewals related to office and facilities operations.
• Support Finance with check scanning, mail handling, and shipping coordination as needed.

Health, Safety, and Compliance

• Maintain awareness of building safety, ergonomics, and accessibility standards.
• Ensure compliance with company and local health/safety regulations.
• Act as a first responder for facility-related emergencies and incidents.

Other Duties

• Support your manager with office and facilities projects, reporting, and communications, onsite Event set up and breakout for all employee related events.
• Coordinate with your manager all large office renovation and work as a liaison between the building owner.
• Participate in company initiatives that enhance employee experience and promote a safe, efficient, and professional environment.
• Parking control and management of all staff utilized parking lots (coordinating car moves and reporting improperly parked vehicles).
• Recycling and document destruction, responsible keeping areas clean and working with destruction vendors.

Qualifications and Experience:

• Proven experience in office coordination, facilities management, or administrative operations.
• Strong organizational, problem-solving, and project management skills; able to handle multiple priorities with minimal supervision.
• Proactive and resourceful anticipates needs and takes ownership of solutions.
• Excellent interpersonal and communication skills, both written and verbal. Strong organizational and multitasking capabilities.
• Proficiency in Microsoft Office 365 (especially Excel, Outlook, Teams, and SharePoint, and Acrobat).
• Familiarity with vendor management, procurement systems, or building maintenance coordination preferred.
• High school diploma required, associate's or technical certification in facilities management or business administration a plus.
• Flexibility and willingness to work on various projects and tasks, embracing new challenges with enthusiasm.
• Demonstrated ability to work independently and take initiative to drive projects forward.

Location: San Jose, CA

Travel: Up to 20%

Compensation & Benefits:

The expected hourly range for this role is $24-34/hour USD. Actual compensation will be determined based on a number of factors including skills, experience, qualifications, and location.

This role is also eligible for performance-based bonuses, equity participation, and a comprehensive U.S.-based benefits package, including:

• Medical, dental, and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

Equal Opportunity Employment Statement

Salas O'Brien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state/provincial, or local laws. Salas O'Brien will accommodate the disability-related needs of applicants as required by law.