Lead day-to-day administration and facilities operations of the San Mateo, CA office. Ensure a safe, well-maintained workplace and reliable office services while managing expenses, vendor documentation, and operational reporting within budgets. Act as primary local contact for workplace matters, coordinating with service providers and partnering with global Workspace team, HR, IT, Finance, Procurement, Legal, and building management. Responsibilities include office operations, vendor and landlord management, payments and expense reporting, employee meals and pantry management, travel and event coordination, safety and emergency readiness, cleaning and pest management, onboarding and offboarding support, policy compliance, and operational reporting. Requires 5+ years relevant experience, strong organizational and communication skills, proficiency in Microsoft Office, and ability to manage vendors and budgets independently. Position is full-time, on-site in San Mateo, CA.
What you'll do
Lead daily office operations including walkthroughs and action tracking
Coordinate preventive maintenance and repairs with building management and vendors
Similar jobs
More roles worth a look
Related opportunities based on specialty and working model so candidates can keep momentum.
Maintain workstations, meeting rooms, reception, and shared spaces
Manage office signage, branding, stationery, supplies, and pantry inventory
Serve as local contact for landlord, building management, and vendors
Obtain and compare vendor quotes, coordinate onboarding, and maintain contracts
Track lease and vendor contract obligations and escalate renewals
Review vendor performance and arrange backup options
Coordinate payments, maintain payment records, prepare expense reports and forecasts
Tag expenses by location, purpose, category, and budget owner
Reconcile office credit card transactions and follow up on discrepancies
Identify cost savings while maintaining service standards
Manage employee meals, dietary requirements, pantry replenishment, and feedback
Assist with employee travel, hotel bookings, and local transportation
Plan employee engagement activities and office events
Communicate regional holidays and office service changes
Maintain workplace safety, coordinate fire drills, emergency readiness, and first-aid
Supervise cleaning, hygiene, and pest management activities
Support onboarding and offboarding with HR and IT coordination
Ensure policy compliance and maintain operational records
Provide regular updates to Workspace leadership on performance, budgets, and risks
Requirements
Bachelor’s degree or equivalent qualification; MBA or qualification in hospitality, facilities management, or business administration preferred
5+ years of relevant experience in office administration, workplace operations, facilities management, or hospitality
Experience independently managing office services and coordinating multiple vendors, with prior lead or supervisory experience preferred
Experience supporting a US corporate office, including working with local vendors and building management, preferred
Hands-on experience with expense tracking, invoice documentation, budgets, contract administration, and employee service requests
Strong written and verbal English communication skills
Solid working knowledge of Microsoft Excel, Word, and PowerPoint
Strong organization and attention to detail
Sound judgment in prioritizing urgent issues and escalating risks
Professional, approachable service style with discretion handling confidential information
Ability to guide service providers, negotiate solutions, and hold vendors accountable
Availability for on-site office support and coordination across time zones, including emergency coverage
Tech stack
Microsoft ExcelMicrosoft WordMicrosoft PowerPoint
Benefits
Competitive salary and ESOP grant (where applicable)High-quality medical, dental, and vision insurance (including company-matched HSA)401(k) company matchGenerous vacation time, sick days, special occasion time, and company-wide holidaysSubstantial maternity and paternity leave benefitsFlexible working hoursWellness stipendFree lunch provided daily in officePet-friendly work environment and pet insurance policyEmployee Assistance Program (EAP)
Apply now
Ready to take the next step in your career? Click the button below to continue to the application process.
