Office & Facilities Manager

Job Description

Job Description

Location: Fremont, CA (Fully Onsite - Flexible core hours)

Employment Type: Contract-to-Hire (Initial 30–32 hours/week; possibility to transition to 40 hours/week after an initial 90-day evaluation period)

Pay Rate: $32.00 - $34.00

Work Schedule: Monday through Friday (Flexible daily start options, e.g., 7:30 AM core start)

Position Summary

We are seeking a reliable and proactive Office Manager & Facilities Coordinator for a Contract-to-Hire opportunity at our Fremont, CA location. The core focus involves overseeing facility operations and vendor relations, administering daily office functions, coordinating corporate travel, and providing general support for HR initiatives.

Core Responsibilities

• Office Administration: Direct day-to-day administrative tasks, manage incoming/outgoing mail, oversee office and breakroom supplies inventory, and maintain front-desk reception coverage.

• Facilities Management: Serve as the primary contact for property management and third-party repair contractors (addressing building maintenance such as doors, electrical, plumbing, HVAC, roofing, elevators, and security/fire systems).

• Vendor Operations: Request quotes, review contractor proposals, and assist with managing facilities service agreements (no heavy manual labor required).

• Travel Logistics: Organize travel details (airfare, lodging, vehicle rentals) for executive team members and field service personnel.

• HR Administrative Support: Assist with administrative HR duties, employee onboarding coordination (preparing work areas, access badges, directory updates, photo IDs), and file maintenance.

• Safety & Regulatory Compliance: Monitor building permits (including local environmental platforms like BAAQMD, CERS, and HMBP) and coordinate routine safety drills (OSHA/fire guidelines).

• Event Coordination: Organize corporate events, staff gatherings, and hospitality accommodations for visiting executives.

Qualifications & Experience

• Must have Facilities Background
• 5+ years of demonstrated background in office management, facilities assistance, vendor relations, or senior administrative roles.
• Strong negotiation, interpersonal, and task-prioritization skills.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and core business applications.
• Previous exposure to supporting HR workflows or arranging corporate travel is highly desirable.
• Consistent attendance and reliability for full-time, onsite presence in Fremont, CA.

Work Environment & Schedule

• Location: Onsite in Fremont, CA (Fully onsite role due to operational and facilities responsibilities).
• Schedule: 30–2 hours/week initially with flexible daily start options; may transition to 40 hours/week following the 90-day review.