Position overview
We are seeking a proactive and detail-oriented Assistant Manager - Facilities to oversee the day-to-day operations of our workplace services in our client's Oakland location. This role is responsible for ensuring a high-functioning, clean, and welcoming office environment by managing facilities operations, supervising a small team, and coordinating with vendors and building management.

Facilities Operations
• Conduct regular building walkthroughs and inspections to ensure cleanliness, safety, and functionality.
• Oversee preventative maintenance schedules and coordinate repairs with vendors and building management.
• Manage vendor relationships and service contracts to ensure timely and quality service delivery.

Workplace Services
• Supervise lobby and reception operations to ensure a professional and welcoming environment.
• Oversee mailroom and shipping operations, ensuring timely and accurate handling of deliveries.
• Manage pantry/snack inventory and restocking to maintain a well-supplied break area.
• Maintain office supply inventory and reorder as needed to support staff needs.
• Supervise porter duties including conference room clean-up, printer/copier area maintenance, and coffee preparation.
• Perform light handyman tasks such as minor repairs, furniture adjustments, and equipment troubleshooting.

Security & Access Management
• Oversee visitor check-in procedures to ensure a secure and professional experience.
• Manage the issuance and replacement of employee and visitor badges.
• Coordinate with building security on access control and emergency procedures.
• Maintain accurate records of badge inventory and access logs.

Event Support
• Assist with conference room configuration and setup for meetings and events.
• Coordinate with catering vendors and ensure timely delivery and setup.
• Support guest check-in and wayfinding during on-site events.
• Provide on-the-ground support to ensure smooth event execution and quick resolution of any issues.

Team Leadership
• Lead and support a team of 2 associates, providing guidance, training, and performance feedback.
• Foster a culture of customer service and operational excellence.

Required:
• Proven experience in facilities management or workplace operations.
• Strong leadership skills with experience managing or supervising staff.
• Proficiency with modern office tools such as Microsoft Outlook, Copilot, Slack, and other workplace technologies.
• Ability to work with Microsoft Excel to compile monthly reports and Microsoft PowerPoint to add to quarterly business review presentations.
• Excellent organizational and multitasking abilities.
• High level of customer service and communication skills.

Preferred:
• Familiarity with building management systems (BMS).
• Experience with space planning tools or office layout software.
• Knowledge of basic security protocols and access control systems.
• Experience supporting corporate events or office hospitality services.
• Industry related certifications like CFM & FMA are a plus.
• Ability to put together and lead presentations with high-level stakeholders.