Facilities and Office Manager

Asian Americans Advancing Justice - Los Angeles; Los Angeles (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

A community-focused organization in Los Angeles seeks a Facilities and Office Manager to ensure optimal work conditions and manage office operations. This role requires at least 5 years of management experience and a strong commitment to social justice, preferably within AANHPI communities. The candidate will oversee maintenance, coordinate vendor services, and manage office procedures, making it essential to have excellent organizational and leadership skills.

Qualifications

• Minimum of 5 years of facilities and office management experience.
• Experience supervising staff and handling office responsibilities.
• Knowledge of accounting and finance principles is a plus.

Responsibilities

• Manage upkeep of the building and equipment to meet health standards.
• Develop, revise, implement, and document office operations.
• Coordinate with HR and IT for onboarding new hires.

Skills

Facilities management

Office management

Organizational skills

Leadership

Analytical thinking

Communication skills

Tools

Microsoft Office Suite

Job description

Facilities

• Manage the upkeep of the building and equipment to meet OSHA health and safety standards and provide optimal work conditions for the staff and tenants
• Work in collaboration with HR to address safety and health concerns
• Regularly inspects grounds and facilities to ensure compliance with standards and satisfactory completion of vendor services
• Determine the need for repairs, cleaning, renovations and purchases, and manage these activities
• Plan and coordinate installations (e.g., telecommunications) and refurbishments
• Manage building activities like space allocation, security, recycling, and waste disposal.
• Respond to staff-initiated trouble tickets and inquiries
• Perform research, analysis and forecasting of building needs and costs
• Develop and maintain a current inventory of agency's property
• Assist and trouble-shoot issues with three rented offices outside of Los Angeles

Office:

• Develop, revise, implement and/or document office operations and procedures (e.g., equipment use, supplies, emergency procedures)
• Ensure that general office items and services are invoiced and paid on time (e.g., phones, postage) and develop a system for timely automated payment for recurring orders
• Manage office equipment leases, repairs and coordinate with IT department
• Manage contracts and price negotiations with vendors and service providers
• Maintain and control an inventory of consumable supplies needed to operate the agency
• Provide general support to visitors who come into the office
• Coordinate with Human Resources and IT for the onboarding process for new hires, including phones, keys, parking, and computers.
• Responsible for specific staff-wide activities such as meetings and celebrations
• Efficiently manage and update financial and non-financial records related to the building and office such as leases, service and insurance contracts

Qualifications

• Minimum of 5 years of facilities and office management experience
• Well-versed in technical/engineering operations and facilities management best practices
• Prior experience handling office responsibilities, experience in customer service, or related field
• Excellent organizational and leadership skills
• Experience supervising staff
• Good analytical and critical thinking.
• Knowledge of accounting and finance principles
• Proficient computer skills, including Microsoft Office Suite
• Excellent written and verbal communication skills; proficient in English-language business writing
• Proven ability to work independently with the skills to handle multiple projects on various timelines
• Commitment to social justice with a working knowledge of the AANHPI communities strongly preferred
• Flexibility to work some nights and weekends
• This position requires the ability to occasionally lift office products and supplies, up to 20 pounds
• California driver’s license, insurance and access to a car required