Operations Manager

Job Title: Operations Manager

Location: Dublin, CA

Job Summary

We are seeking a highly organized, proactive, and execution-focused Operations Manager to oversee office operations, property management, executive coordination, offshore team logistics, real estate support, and special projects.

This role requires someone who can independently manage multiple priorities, coordinate with internal and external stakeholders, handle confidential matters professionally, and ensure smooth day-to-day operations across business and administrative functions.

The ideal candidate is resourceful, detail oriented, dependable, and capable of operating in a fast-paced entrepreneurial environment.

Key Responsibilities

1. Executive & Administrative Support

• Manage day-to-day operational coordination
• Manage schedules, appointments, reminders, and follow ups
• Handle research, online purchases, reservations, and miscellaneous administrative requests
• Coordinate travel arrangements, itineraries, transportation, and logistics
• Draft professional emails, meeting notes, and communication when needed
• Coordinate with vendors, service providers, and external partners
• Maintain confidentiality for sensitive business and personal matters

2. Office & Property Operations

• Oversee office and property related operations
• Coordinate maintenance, repairs, housekeeping, security, and vendors
• Ensure office readiness, cleanliness, utilities, internet, and access systems are functioning properly
• Maintain lease, insurance, vendor, and property documentation
• Coordinate office improvements, renovations, and furnishing projects
• Track operational expenses, invoices, renewals, and budgets
• Ensure timely completion of operational tasks and escalations

3. Real Estate & Project Coordination

• Research and coordinate potential real estate opportunities
• Collect property details, pricing, and market information
• Prepare basic ROI and comparison analysis
• Coordinate site visits, vendor meetings, and documentation
• Assist with due diligence coordination and project tracking
• Maintain trackers for acquisitions, projects, and milestones

4. Offshore Team Visits & Event Coordination

• Coordinate onsite visits for offshore employees and leadership teams
• Arrange meeting schedules, conference rooms, transportation, and accommodations
• Coordinate onboarding logistics, workspace setup, and local support
• Organize client dinners, networking events, office events, and team activities
• Track travel schedules, budgets, and visit related documentation
• Ensure smooth execution of internal and external events

5. Reporting & Organizational Management

• Maintain operational trackers and dashboards
• Prepare weekly status reports and summaries
• Track budgets, subscriptions, renewals, and vendor contracts
• Maintain organized records and documentation
• Ensure timely follow through on action items and deadlines

Required Skills & Qualifications

• 5 years of experience in Operations, Executive Assistant, Office Management, or similar roles
• Strong organizational and multitasking abilities
• Excellent verbal and written communication skills
• High attention to detail and ownership mindset
• Ability to independently manage and prioritize tasks
• Strong coordination and vendor management skills
• Comfortable handling confidential information
• Proficiency in Excel, Google Sheets, PowerPoint, and productivity tools
• Experience with office operations, travel coordination, or property management preferred

Preferred Traits

• Highly proactive and execution driven
• Strong problem solving mindset
• Ability to work in a fast-paced environment
• Professional and polished communication style
• Flexible and adaptable to changing priorities
• Strong follow through and accountability

Work Environment

• Fast paced entrepreneurial environment
• High visibility operational role
• Mix of operations, coordination, administrative support, and project management
• Opportunity for growth and expanded responsibilities