Office and Conference Center Manager

KFF • San Francisco, CA

10d • Hybrid

About The Position

KFF is seeking an Office and Conference Center Manager for its San Francisco headquarters. The role is an essential contributor to the daily operations of the San Francisco office and meeting facilities, working closely with the Chief Operating Officer and Operations Coordinator. It combines office operations and facilities management with conference-center and event coordination. The position requires exceptional organizational and time-management skills, regular movement throughout the office, and professional interaction with executives, staff, guests, and external contacts.

The manager oversees the office’s facilities, vendors, maintenance, safety programs, supplies, budgets, procedures, and onboarding, and supervises the Operations Coordinator and occasional temporary staff. The manager also handles conference-center requests and reservations, assesses external organizations seeking to use KFF facilities, coordinates event logistics and security, and provides event-day support.

This is a full-time position based at KFF’s San Francisco headquarters. The regular schedule is in the office Monday through Thursday, 8:30 AM to 5:00 PM, with Friday as a work-from-home option. On-site Friday work is required when an internal or external event takes place. Flexible hours may be needed when events or office-related tasks require supervision outside normal business hours. The annual salary range is $115,000 to $125,000, with the offer determined by factors including responsibilities, relevant knowledge and skills, experience, credentials, and internal salary equity. KFF describes its benefits package as equivalent in value to approximately 50% of base salary, including a generous immediately vested defined contribution plan and zero-premium health coverage.

Requirements

• Experience and high proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Proactive, flexible, and driven approach, with the ability to work independently and collaboratively.
• Demonstrated ability to manage a high volume of work and perform effectively in a demanding environment while organizing diverse workloads and maintaining priorities.
• Ability to multitask while remaining positive and productive in demanding situations.
• Ability to adjust to changing priorities while maintaining attention to detail and timelines.
• Superior communication and interpersonal skills for working with KFF staff and Board members, government officials, press and media, and people at all levels of other organizations.
• Ability to foster collaboration across departments with professionalism, flexibility, and a service-oriented mindset.
• Good judgment when handling requests and problems.
• Ability to work flexible hours when events or office-related tasks require supervision outside normal business hours.
• Professional image.

Responsibilities

• Manage operations and facilities for KFF’s San Francisco headquarters.
• Manage relationships with property management, contractors, and vendors; coordinate and oversee building maintenance, repairs, and upgrades.
• Conduct regular facility inspections to monitor repairs, maintenance, safety, and cleaning.
• Serve as the primary contact for the San Francisco Department of Public Health and San Francisco Fire Department for health and safety inspections, catering kitchen compliance, and Place of Assembly permits.
• Oversee building emergency and safety programs, including the RAVE emergency notification system, AED program with the American Red Cross, fire and evacuation drills, staff education, and related supplies.
• Oversee requisition of office supplies, letterhead, business cards, and equipment, as well as office and equipment repair services and service contracts.
• Review and approve invoices for payment, and review the budget quarterly with the Accounting Manager.
• Oversee the maintenance and operation of the common workroom, fitness center, conference rooms, kitchen, storage areas, pantries, and offices.
• Oversee new-hire office orientation, including security access cards and applicable dog-policy and bike-room information.
• Work with the COO to develop, manage, evaluate, and revise San Francisco office procedures and policies.
• Supervise the Operations Coordinator and occasional temporary staff.
• Answer office phones, coordinate food orders and deliveries as needed, and maintain inventory storage areas.
• Respond to internal and external event requests from initial request through completion while maintaining positive public relations.
• Work with the Senior Vice President of Strategic Engagement to identify external organizations eligible to use KFF facilities and evaluate reservation requests by researching organizations, board members, staff, and funding partners.
• Collaborate in planning, coordinating, and executing Board meetings and related activities.
• Maintain the events calendar spreadsheet, including conference-center and Huddle room reservations.
• Ensure external groups provide a Certificate of Insurance and signed conference-center agreement before events.
• Coordinate security for high-profile groups and manage outside vendors, suppliers, and consultants as required.
• Determine event setup requirements and schedule resources; coordinate furnishings, audiovisual equipment, food, beverages, and printed or graphic materials with relevant staff.
• Schedule pre-event walkthroughs and provide day-of-event support.
• Give facility tours and explain facility descriptions and use policies.
• Work with the KFF Communications team to update conference-center collateral and website information.
• Schedule catering and rental deliveries and coordinate access with property management.
• Schedule and conduct annual emergency evacuation training for the San Francisco office.

Benefits

• Benefits package described as equivalent in value to approximately 50% of base salary.
• Generous, immediately vested defined contribution plan.
• Zero-premium health coverage.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: No Education Listed