Office Facilities & Guest Experience Lead

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

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.