Office Facilities Administrator

Career Group; San Francisco (CA); On-site; USD 53,000 - 60,000; Full time

Benefits offered by this job

Bonus

Profit sharing

Job summary

Career Group in San Francisco is seeking an Office Facilities Administrator to oversee daily office operations, acting as the first point of contact for clients and staff. This full-time, on-site role emphasizes a polished, proactive approach to reception, vendor management, and facilities coordination.

The ideal candidate brings strong customer service, attention to detail, and hands-on problem-solving skills to support a high-performing, collaborative office environment.

Qualifications

• Previous experience in office administration, reception, hospitality, facilities coordination, or another client-facing administrative role preferred.

Responsibilities

• Serve as the first point of contact for clients, guests, and employees, maintaining a warm, polished, and professional reception experience.
• Manage incoming calls, direct inquiries, and coordinate visitor arrivals with professionalism and attention to detail.
• Oversee the day-to-day appearance and functionality of the office, ensuring the workspace remains clean, organized, safe, and welcoming.
• Monitor office supply inventory, coordinate orders, and ensure essential supplies are readily available.
• Coordinate facilities maintenance, repairs, and safety or security concerns, working with building management and external vendors to resolve issues promptly.
• Manage vendor relationships and day-to-day communications with building management, cleaning services, maintenance providers, and other service partners.
• Identify and recommend vendors and service solutions to support office needs and improve operational efficiency.
• Coordinate incoming deliveries, mail distribution, and outbound shipments.
• Assist with onboarding logistics for new local employees and contractors, helping ensure a smooth and organized start.
• Prepare and manage time and expense reports for Managing Directors, maintaining accuracy and meeting deadlines.
• Provide administrative support and coverage for Partners and senior-level team members as needed.
• Take ownership of routine office operations, proactively identifying issues and addressing needs before they disrupt the workplace.
• Assist with ad hoc administrative, facilities, and operational projects as they arise.
• Collaborate with colleagues across the office, providing flexible support and contributing to a positive, team-oriented workplace.

Skills

Customer service

Organizational skills

Communication

Multitasking

Team player

Job description

San Francisco, CA | $52,500-60,000 Base + Bonus + Profit Share

Our client, a leading global consulting firm known for its collaborative, team-oriented culture, is seeking a polished, personable, and proactive Office Facilities Administrator to help oversee the daily operations of its San Francisco office. This is an excellent opportunity for an organized, service-oriented professional who takes pride in creating a welcoming, well-run workplace and enjoys supporting a diverse group of colleagues, clients, and senior leaders.

Serving as a key point of contact for the office, the ideal candidate brings a strong customer service mindset, exceptional attention to detail, and a hands-on approach to problem-solving. This role offers the opportunity to develop a broad foundation in office administration, facilities coordination, and business operations while contributing to a professional, high-performing environment.

What You’ll Do

• Serve as the first point of contact for clients, guests, and employees, maintaining a warm, polished, and professional reception experience.
• Manage incoming calls, direct inquiries, and coordinate visitor arrivals with professionalism and attention to detail.
• Oversee the day-to-day appearance and functionality of the office, ensuring the workspace remains clean, organized, safe, and welcoming.
• Monitor office supply inventory, coordinate orders, and ensure essential supplies are readily available.
• Coordinate facilities maintenance, repairs, and safety or security concerns, working with building management and external vendors to resolve issues promptly.
• Manage vendor relationships and day-to-day communications with building management, cleaning services, maintenance providers, and other service partners.
• Identify and recommend vendors and service solutions to support office needs and improve operational efficiency.
• Coordinate incoming deliveries, mail distribution, and outbound shipments.
• Assist with onboarding logistics for new local employees and contractors, helping ensure a smooth and organized start.
• Prepare and manage time and expense reports for Managing Directors, maintaining accuracy and meeting deadlines.
• Provide administrative support and coverage for Partners and senior-level team members as needed.
• Take ownership of routine office operations, proactively identifying issues and addressing needs before they disrupt the workplace.
• Assist with ad hoc administrative, facilities, and operational projects as they arise.
• Collaborate with colleagues across the office, providing flexible support and contributing to a positive, team-oriented workplace.

What We’re Looking For

• Previous experience in office administration, reception, hospitality, facilities coordination, or another client-facing administrative role preferred.
• Warm, polished, and professional demeanor, with excellent written and verbal communication skills.
• Strong customer service orientation and the ability to interact confidently with clients, employees, senior executives, and vendors.
• Exceptional organizational skills and attention to detail, with consistent follow-through on daily responsibilities.
• Ability to multitask, prioritize competing demands, and remain composed in a busy professional environment.
• Proactive, resourceful, and solutions-oriented, with the initiative to identify problems and independently coordinate solutions.
• Strong sense of ownership and the ability to manage day-to-day responsibilities with minimal supervision.
• Reliable, adaptable, and comfortable taking a hands-on approach to a broad range of administrative and operational tasks.
• Collaborative team player who is willing to step in wherever needed to support the broader office.
• Genuine interest in building a long-term career in office administration, facilities, workplace operations, or executive support.

Schedule & Location

• Full-time, fully on-site in San Francisco, CA.
• Monday-Friday, 8:00 AM-5:00 PM.
• $52,500-60,000 base salary, depending on experience and qualifications.

We will consider qualified candidates with criminal histories in a manner consistent with the requirements of the San Francisco Fair Chance Ordinance. California applicants, please view our Privacy Notice here: https://careergroupcompanies.com/california-privacy-notice/.