Office Manager

Location: Fremont, CA
Department: Administration / Operations
Reports To: HR Manager 

Job Summary

We are seeking a proactive and hands-on Office Manager with a strong focus on facilities management to oversee daily office operations and maintain a safe, efficient workplace. This role will also provide light HR support, primarily focused on employee onboarding and general administrative coordination.

Key Responsibilities

Facilities Management (Primary Focus)

• Oversee day-to-day facility operations, maintenance, and repairs
• Coordinate with landlords, vendors, and service providers (HVAC, janitorial, security, etc.)
• Ensure compliance with workplace safety standards and regulations
• Manage office layout, workspace planning, and office moves
• Maintain building systems, equipment, and preventative maintenance schedules
• Handle security access, badges, and office safety protocols
• Respond quickly to facility-related issues to minimize downtime

Office Operations

• Manage office supplies, equipment, and inventory
• Support daily administrative operations and ensure smooth workflow
• Coordinate meetings, conference rooms, and office logistics
• Maintain organized documentation, procedures, and records

HR Support (Onboarding Focus Only)

• Coordinate new hire onboarding (workspace setup, badges, equipment, orientation scheduling)
• Prepare onboarding materials and ensure a smooth first-day experience
• Maintain employee files and basic HR documentation
• Support employee engagement activities and internal events

Vendor & Budget Coordination

• Manage vendor relationships, contracts, and service agreements
• Track facilities and office expenses and stay within budget
• Obtain quotes and negotiate pricing with vendors

Qualifications

• 3–7 years of experience in facilities, office management, or operations
• Strong hands-on experience managing building operations and vendors
• Basic experience supporting HR onboarding processes
• Excellent organizational and problem-solving skills
• Strong communication and ability to work cross-functionally
• Proficiency in Microsoft Office (Outlook, Excel, Word)
• Ability to be onsite and hands-on in a fast-paced environment