Office & Facilities Manager

Beacon AI • San Carlos, CA

1d • Hybrid

About The Position

Beacon AI is seeking a highly organized and proactive Office & Facilities Manager to serve as the operational backbone of their headquarters. This is a hands-on, on-site role responsible for keeping the office running smoothly, supporting HR administration, accounts payable, and day-to-day logistics. The position involves close collaboration with leadership and cross-functional teams in a fast-moving environment.

Requirements

• 3+ years of office administration, operations, or facilities management experience
• Experience with accounts payable or basic financial administration
• Strong organizational and time-management skills; able to manage multiple priorities with minimal supervision
• Excellent written and verbal communication; comfortable working with all levels of staff and external stakeholders
• Proficiency in Microsoft Office Suite or Google Workspace
• Ability to handle sensitive and confidential information with discretion
• Valid driver's license

Nice To Haves

• Experience in a startup or high-growth technology environment
• Familiarity with AP tools such as QuickBooks, Brex or similar
• Experience supporting HR functions including onboarding and recruiting coordination
• Background in event planning or logistics coordination

Responsibilities

• Serve as the primary point of contact for the office, managing visitors, vendors, building maintenance, and security protocols
• Manage vendor relationships and contracts (cleaning, utilities, catering, IT, etc.) and oversee billing and issue resolution
• Maintain office equipment, supplies, and common areas; conduct regular walkthroughs to ensure a safe and functional workspace
• Ensure emergency equipment is maintained and safety documentation is up to date; serve as first point of contact for emergency services
• Support new hire onboarding logistics including workspace setup, badging, equipment coordination, and company swag
• Coordinate with HR on in-office interviews, employee records, and administrative needs
• Process accounts payable, manage invoices, and maintain accurate financial records in coordination with leadership
• Manage calendars, schedule meetings and conference rooms, and provide administrative support to senior leadership
• Handle incoming and outgoing mail, document scanning, filing, and secure destruction of confidential materials
• Coordinate with Legal for document signatures and compliance matters
• Manage incoming and outgoing shipments; coordinate with couriers and freight vendors
• Run office errands as needed
• Plan and execute company events including team offsites, milestone celebrations, and all-hands logistics
• Coordinate catering for meetings, executive visits, and office events

Benefits

• Healthcare: 100% of employee medical premiums covered; 25% for dependents
• Time Off: 3 weeks PTO plus 13+ paid company holidays
• Stipends: Monthly phone and wellness benefits
• 401(k): Offered (no current employer match, but we are committed to enhancing this benefit in the future).

What This Job Offers

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