Office & Facilites Manager

E-Space•Saratoga, CA

1d•Onsite

About The Position

The Office Manager serves as the administrative hub of the manufacturing facility, coordinating across operations, leadership, human resources, accounting, vendors, and employees. This role is responsible for the day-to-day administrative functions of the facility, ensuring efficient office operations, and acting as a central point of contact for internal and external communications. In a facility of 70-200 employees, the Office Manager dedicates approximately 30–40% of time to administrative operations, 10-20% to HR support, 5–10% to accounting and purchasing support, 20–35% to facility and safety administration, and 5–10% to executive support.

Requirements

Associate’s or Bachelor’s degree in Business Administration, Office Management, or a related field; or equivalent combination of education and experience.
Minimum 3–5 years of progressive office management or administrative experience, preferably in a manufacturing, industrial, or facilities environment.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
Strong organizational, communication, and interpersonal skills.
Demonstrated ability to manage multiple priorities in a fast-paced environment.
Ability to read, write, and speak English.
Strong organizational and time management skills with the ability to prioritize competing demands.
Excellent written and verbal communication skills.
Proficiency in Microsoft Office and common business software applications.
Ability to handle confidential information with discretion and professionalism.
Detail-oriented with strong problem-solving skills.
Basic understanding of HR processes, accounting principles, and safety compliance practices.
Ability to build effective working relationships across all levels of the organization.

Nice To Haves

Experience in a manufacturing or industrial environment.
Familiarity with HRIS systems.
Working knowledge of OSHA record keeping requirements and safety documentation.
Experience with vendor management and procurement processes.
Bilingual in English and Spanish.

Responsibilities

Manage day-to-day office operations and coordinate administrative staff and reception functions.
Maintain and enforce office procedures and policies.
Manage office supplies, equipment, mail, shipping, and package distribution.
Coordinate company-wide communications and announcements.
Assist with employee onboarding and offboarding orientation and training.
Support employee engagement activities and company events.
Reconcile office expenses and company credit cards.
Assist with procurement documentation and support finance team as needed.
Order office and facility consumables; track deliveries.
Coordinate vendor services and manage service agreements and contracts.
Obtain quotes, compare pricing, and support procurement documentation.
Support internal audits and regulatory inspections as needed.
Assist with OSHA documentation, recordkeeping, and corrective action tracking.
Conduct onsite safety training and support emergency preparedness documentation.
Coordinate facility maintenance requests and manage office and common area upkeep.
Schedule service providers and contractors; track facility-related expenses.
Coordinate office moves and workstation setups.
Manage access control, keys, and badges.
Prepare presentations and meeting materials for leadership.
Take meeting minutes and track action items.
Coordinate company events and support customer visits.