SF Office Manager (Contract)

Phantom•San Francisco, CA

1d•Onsite

About The Position

We're seeking a reliable and detail-oriented Office Manager Contractor to support our San Francisco office on a part-time basis. You'll own daily office operations, coordinate team on-sites and events, and serve as the primary on-the-ground contact for the SF office on behalf of the People Team. This is a 5-month contract role (July–December) requiring a max of 40 hours per week, Monday through Thursday and occasional weekend work to help facilitate the office move outside of regular office hours.

Requirements

2+ years of experience in office management, facilities coordination, executive assistance, or a similar operations/administrative role.
Must have experience managing an office move, navigating vendor and internal communication, and coordinating logistics.
Must have experience with Google Suite and Slack
Strong organizational skills with the ability to manage multiple recurring tasks and priorities simultaneously.
A warm, welcoming presence and genuine enjoyment of working with people — you're the kind of person who makes others feel at home.
Proactive and self-directed; able to identify what needs to be done and take ownership without being asked.
Must have a strong operator mindset and ability to adapt to changes as needed.
High attention to detail is a must.
Experience coordinating events, team lunches, or on-sites, including vendor and logistics management.
Comfortable with light physical tasks such as restocking supplies, receiving and shipping packages, and some lifting (up to 25 lbs) during an upcoming office move.
Reliable and punctual, with consistent availability Monday through Thursday during core office hours.
Strong communication skills and professional judgment — you'll be representing the People Team as the voice of the SF office as well as communicating async with the People Team regularly and join meetings as needed.
Available for occasional after-hours team events, monthly office gatherings, and infrequent weekend work to support office moves and other operational needs.
Must be available on December 4th.
Bay Area-based and able to commute to the SF office Monday through Thursday for the duration of the contract (early July through mid-December).

Nice To Haves

Notion and Ramp

Responsibilities

Prep and clean the coffee machine daily to ensure it's ready for the team
Manage the weekly office lunch order, coordinating preferences and dietary needs
Stock the fridge and pantry, tracking inventory and reordering items that are running low
Stock and replenish office supplies as needed
Water and maintain office plants on a regular cadence
Welcome new hires on their first day in the office, giving them a warm introduction to the SF office and set them up with proper office access such as key fob creation.
Serve as the main point of contact for the SF office, acting as the voice of the office on behalf of the People Team in person as well as managing the #sf slack channel for any inquiries or announcements
Coordinate with the building and property managers for all maintenance requests, visitor access, and employee badge creation and deactivation
Receive and ship packages as needed, and manage the office mailbox
Conduct regular office walkthroughs to proactively identify operational issues
Support the People Team with the coordination and on-the-ground execution of an upcoming office move, including logistics planning, building and vendor management, inventory tracking, packing and light lifting, employee communications, and move-day coordination
Assist with coordination, setup, and prep for team on-sites, in-person onboarding visits, team events, including ordering group lunches, coordinating office access and conference room bookings, and making dinner reservations
Serve as the on-the-ground contact to ensure visiting teams have a smooth and welcoming experience
Plan and host monthly team events for the SF office and invite any teams who will be in town that week to join.
Partner with People Ops and our People Programs Manager as needed for coordination purposes
Manage and adhere to people program budgets as needed