Office Specialist

Who is Trace3?

Trace3 is a leading Transformative IT Authority, providing unique technology solutions and consulting services to our clients. Equipped with elite engineering and dynamic innovation, we empower IT executives and their organizations to achieve competitive advantage through a process of Integrate, Automate, Innovate.

Our culture at Trace3 embodies the spirit of a startup with the advantage of a scalable business. Employees can grow their career and have fun while doing it!

Trace3 is headquartered in Irvine, California. We employ more than 1,200 people all over the United States. Our major field office locations include Denver, Indianapolis, Grand Rapids, Lexington, Los Angeles, Louisville, Texas, San Francisco.


Ready to discover the possibilities that live in technology?

Come Join Us!

Street-Smart - Thriving in Dynamic Times

We are flexible and resilient in a fast-changing environment. We continuously innovate and drive constructive change while keeping a focus on the "big picture." We exercise sound business judgment in making high-quality decisions in a timely and cost-effective manner. We are highly creative and can dig deep within ourselves to find positive solutions to different problems.

Juice - The "Stuff" it takes to be a Needle Mover

We get things done and drive results. We lead without a title, empowering others through a can-do attitude. We look forward to the goal, mentally mapping out every checkpoint on the pathway to success, and visualizing what the final destination looks and feels like.

Teamwork - Humble, Hungry and Smart

We are humble individuals who understand how our job impacts the company's mission. We treat others with respect, admit mistakes, give credit where it's due and demonstrate transparency. We "bring the weather" by exhibiting positive leadership and solution-focused thinking. We hug people in their trials, struggles, and failures - not just their success. We appreciate the individuality of the people around us.

JOB SUMMARY:

Under the general direction of the Senior Manager of Facilities, the Business Services and Sustainability Specialist will have general oversight of the office operations, including facilities and office maintenance, meeting coordination, administrative support, event planning, and vendor management.

SUMMARY OF ESSENTIAL JOB FUNCTIONS:

• Serve as the primary point of contact for teammates, delivering a professional, welcoming, and personalized experience while proactively identifying opportunities to enhance overall service quality.
• Serve as the first line of contact for all facilities-related inquiries and issues, providing timely recommendations and solutions to ensure smooth office operations.
• Evaluate office needs, propose improvements, and manage office repairs and maintenance (including HVAC, electrical, plumbing), workspace, and common areas. Oversee relationships with property management, vendors, and service providers; coordinate and supervise maintenance projects and repairs.
• Negotiate and manage facilities-related contracts, ensuring alignment with team processes and organizational standards; submit contracts for higher-level review and approval, as required.
• Drive improvements by analyzing current processes, identifying inefficiencies, developing and implementing standard operating procedures (SOPs).
• Oversee general office administration, including calendaring systems, conference room scheduling, mail and package management, and supply inventory.
• Coordinate with office leaders to plan and execute office meetings, trainings, and events.
• Support emergency response and business continuity planning for the office; respond to facilities emergencies as needed, including outside normal business hours.
• Provide administrative support to managers and other team members, as assigned.
• May perform other duties as assigned by supervisor.

REQUIRED SKILLS AND EXPERIENCE:

• Bachelor's degree or equivalent level of experience required.
• Minimum of three years' experience in office management, facilities administration, or a related field.

• Minimum of 3 years of customer service or hospitality experience, with a demonstrated ability to deliver exceptional, personalized service.
• Demonstrated ability to exercise independent judgment and discretion in managing office and facilities matters.
• Strong organizational, analytical, and problem-solving skills; ability to manage multiple priorities and interruptions.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience reviewing and coordinating contracts or vendor agreements.
• Knowledge of basic building systems and facilities operations.
• Ability to respond to emergencies during non-business hours as required.

PHYSICAL DEMANDS:

While performing the standard duties of this job, the employee can expect light physical exertion with long periods of sitting, occasional standing and walking; limited bending, crouching, stooping, stretching, reaching, or similar activities; occasional lifting/moving of items up to 25 pounds. The ability to communicate effectively in person, over the telephone, or by email, depending upon the nature of the task you are performing, is essential to fulfilling the duties of this position.

Actual salary will be based on a variety of factors, including location, experience, skill set, performance, licensure and certification, and business needs. The range for this position in other geographic locations may differ. Certain positions may also be eligible for variable incentive compensation, such as bonuses or commissions, that is not included in the base salary.

Estimated Pay Range

$53,000-$63,000 USD

The Perks

• Comprehensive medical, dental and vision plans for you and your dependents
• 401(k) Retirement Plan with Employer Match, 529 College Savings Plan, Health Savings Account, Life Insurance, and Long-Term Disability
• Competitive Compensation
• Training and development programs
• Major offices stocked with snacks and beverages
• Collaborative and cool culture
• Work-life balance and generous paid time off

Our Commitment

At the core of Trace3's DNA is our people. We are a diverse group of talented individuals who understand the importance of teamwork and demonstrating leadership, character, and passion in all that we do.

We're committed to fostering an inclusive workplace where everyone feels respected, valued, and empowered to grow. We recognize that embracing diversity drives innovation, improves outcomes, fosters collaboration, boosts teammate satisfaction, and builds a more inclusive culture.

As an equal opportunity employer, Trace3 bases all employment decisions based on individual qualifications, merit, and business requirements. We do not engage in discrimination on the basis of race, color, religion, sex (including gender identity, sexual orientation, and pregnancy), national origin, age (40 or older), disability, genetic information, or any other characteristic protected by federal, state, or local law.

Any demographic information provided is strictly voluntary, kept confidential in accordance with Equal Employment Opportunity (EEO) regulations, and will not be used in employment decisions, including hiring, promotions, or mentorship programs. We are committed to providing equal employment opportunities for all.

If you require a reasonable accommodation to complete the application process or participate in an interview, please email View email address on click.appcast.io.

***To all recruitment agencies: Trace3 does not accept unsolicited agency resumes/CVs. Please do not forward resumes/CVs to our careers email addresses, Trace3 employees or any other company location. Trace3 is not responsible for any fees related to unsolicited resumes/CVs.