Office Manager

Office Manager

Location: Downtown San Francisco, 5 Days a week in office

About

Shields Group Search is partnering with a top commercial real estate brokerage firm in downtown San Francisco seeking a highly motivated, detail-oriented individual to join the team as an Office Manager.

The Role

The Office Manager will own the day-to-day operations of the office and help build a workplace that is organized, efficient, and enjoyable to work in. As the company grows, this person will play a key role in scaling office systems, supporting facilities coordination, and ensuring employees have the tools, environment, and operational support they need to do their best work.

This role is ideal for someone who is highly organized, proactive, and comfortable operating in a fast-paced environment. The Office Manager will report to the COO / CEO and will work with cross-functional team members to keep the office running smoothly, solve problems before they escalate, and create a professional, welcoming experience for employees, candidates, and visitors.

Responsibilities

Office Operations

• Oversee daily office operations to ensure the workplace runs smoothly and efficiently.
• Manage office supplies and general logistics.
• Establish and maintain office systems, processes, and documentation that scale with company growth.
• Serve as the primary point of contact for office vendors and service providers.
• Act as the main liaison with the company’s third-party IT provider.
• Maintain knowledge of servers, systems, printers, scanners, and related office technology, including how to troubleshoot issues.
• Monitor and improve office workflows to support a productive work environment.

Facilities Coordination

• Partner with the Chief Operations Officer to support office planning, space utilization, buildouts, and future expansion needs.
• Coordinate office maintenance, repairs, cleaning, and other facility-related services.
• Manage relationships with landlords, building management, and external vendors as needed.
• Help ensure the office remains safe, compliant, and operationally ready.
• Track and address facilities issues in a timely, organized manner.

Onboarding and Employee Support

• Coordinate in-office onboarding logistics for new hires, including workspace setup, equipment coordination, badges and access, and first-day readiness.
• Help create a smooth and welcoming onboarding experience for employees joining the team.
• Act as a go-to resource for employee office-related needs, questions, and issue resolution.
• Support day-to-day workplace needs to help employees stay productive and focused.
• Serve as the liaison with the company’s bookkeeper and CPA, including coordination of:
• Company 401(k) / pension plan
• Taxes
• Payment of agents
• Payment of bills
• Payroll for W-2 employees
• General HR services and recordkeeping

Employee Experience

• Maintain a clean, functional, and welcoming office environment that reflects the company’s culture and standards.
• Plan and support team lunches, meetings, events, and internal gatherings.
• Help foster a positive in-office experience through thoughtful coordination of shared spaces and workplace services.
• Identify opportunities to improve the employee experience as the team grows.

Administrative and Operational Support

• Provide administrative support to operational leadership as needed, including scheduling, coordination, and logistics.
• Support brokerage operations, including:
• Invoices
• Compliance
• Assist with internal communications related to office operations, events, and workplace updates.
• Support broader operational initiatives and cross-functional projects as needed.
• Help keep operational information organized, accessible, and up to date.

Qualifications

• 3–6 years of experience in office management, workplace operations, or administrative operations.
• Experience working in a fast-paced environment is strongly preferred.
• Strong organizational skills with the ability to manage multiple priorities and follow through on details.
• Excellent verbal and written communication skills.
• Proven ability to solve problems independently and adapt in a fast-changing environment.
• Strong judgment, reliability, and a service-oriented mindset.
• Proficiency with common workplace and productivity tools.
• An anticipatory mindset, the ability to remain calm under pressure, and a no-task-too-small mentality.