Office and Conference Center Manager

KFF • San Francisco, CA

19d • $115,000 - $125,000 • Hybrid

About The Position

KFF is seeking an Office and Conference Center Manager for its San Francisco headquarters. Working closely with the Chief Operating Officer and Operations Coordinator, this role contributes to the daily operations of KFF’s San Francisco office and meeting facilities. The position manages office operations and facilities, along with internal and external conference center events, and requires strong organizational and time-management skills, regular movement throughout the office, and professional interaction with executives, staff, and guests.

The position is full-time and based in the San Francisco headquarters. The regular schedule is in the office Monday through Thursday, 8:30 a.m. to 5:00 p.m., with Friday as a work-from-home option. In-office attendance on Fridays 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, commensurate with experience and qualifications. Compensation also includes an benefits package stated to be equivalent in value to approximately 50% of base salary, including a generous, immediately vested defined contribution plan and zero-premium health coverage.

Requirements

• High proficiency and experience with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
• Proactive, flexible, and driven, with the ability to work independently and collaboratively.
• Demonstrated experience managing a high volume of work and functioning effectively in a demanding environment while organizing a diverse workload 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 people skills when dealing with KFF staff and Board Members, government officials, press, media, and people at all levels in 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 is essential.
• Applicants must be authorized to work for any employer in the United States; KFF is unable to sponsor or take over sponsorship of an employment visa.

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 activities.
• Serve as the primary contact for the San Francisco Department of Public Health and San Francisco Fire Department on 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, fire and emergency evacuation drills, staff presentations and education, and related supplies.
• Oversee requisitioning of office supplies, letterhead, business cards, and equipment; manage office and equipment repair services and service contracts; review and approve invoices for payment.
• Review the budget quarterly with the Accounting Manager.
• Oversee maintenance and operation of the common workroom, fitness center, conference rooms, kitchen, storage areas, pantries, and offices.
• Oversee new-hire office orientations, including issuing security access cards and explaining the dog policy and bike room access, as applicable.
• Work with the COO to develop, manage, evaluate, and revise San Francisco office procedures and policies as needed.
• 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 that qualify to use KFF facilities and evaluate external reservation requests by researching organizations, board members, staff, and funding partners.
• Collaborate on planning, coordinating, and executing Board meetings and related activities.
• Maintain the events calendar spreadsheet, including conference center and Huddle room reservations.
• Ensure external groups submit a Certificate of Insurance and signed conference center agreement before scheduled events.
• Coordinate security for high-profile groups and manage outside vendors, suppliers, and consultants as needed for events.
• 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 KFF Communications to update conference center collateral and information on the company website.
• Schedule deliveries and access with property management for catering and rental deliveries.
• Schedule and conduct annual emergency evacuation training for the San Francisco office.

Benefits

• Benefits package stated to be 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