Facilities and Office Manager

Facilities

• Manage the upkeep of the building and equipment to meet OSHA health and safety standards and provide optimal work conditions for the staff and tenants
• Work in collaboration with HR to address safety and health concerns
• Regularly inspects grounds and facilities to ensure compliance with standards and satisfactory completion of vendor services
• Determine the need for repairs, cleaning, renovations and purchases, and manage these activities
• Plan and coordinate installations (e.g., telecommunications) and refurbishments
• Manage building activities like space allocation, security, recycling, and waste disposal.
• Respond to staff-initiated trouble tickets and inquiries
• Perform research, analysis and forecasting of building needs and costs
• Develop and maintain a current inventory of agency's property
• Assist and trouble-shoot issues with three rented offices outside of Los Angeles

• Develop, revise, implement and/or document office operations and procedures (e.g., equipment use, supplies, emergency procedures)
• Ensure that general office items and services are invoiced and paid on time (e.g., phones, postage) and develop a system for timely automated payment for recurring orders
• Manage office equipment leases, repairs and coordinate with IT department
• Manage contracts and price negotiations with vendors and service providers
• Maintain and control an inventory of consumable supplies needed to operate the agency
• Provide general support to visitors who come into the office
• Coordinate with Human Resources and IT for the onboarding process for new hires, including phones, keys, parking, and computers.
• Responsible for specific staff-wide activities such as meetings and celebrations
• Efficiently manage and update financial and non-financial records related to the building and office such as leases, service and insurance contracts

• Minimum of 5 years of facilities and office management experience
• Well-versed in technical/engineering operations and facilities management best practices
• Prior experience handling office responsibilities, experience in customer service, or related field
• Excellent organizational and leadership skills
• Experience supervising staff
• Good analytical and critical thinking.
• Knowledge of accounting and finance principles
• Proficient computer skills, including Microsoft Office Suite
• Excellent written and verbal communication skills; proficient in English-language business writing
• Proven ability to work independently with the skills to handle multiple projects on various timelines
• Commitment to social justice with a working knowledge of the AANHPI communities strongly preferred
• Flexibility to work some nights and weekends
• This position requires the ability to occasionally lift office products and supplies, up to 20 pounds
• California driver’s license, insurance and access to a car required