Office & Facilities Manager

Aviso, LLC; Fremont (CA); On-site; USD 34,000 - 55,000; Part time

Job summary

Aviso, LLC is seeking an Office & Facilities Manager to oversee daily workplace operations and ensure a smooth, efficient environment on-site in Fremont, CA. The role covers facility maintenance, EH&S compliance, vendor relations, and administrative operations to support staff productivity and safety.

The position requires managing multiple operational priorities, coordinating with vendors and HR, and maintaining safe, organized workspaces.

Qualifications

• Professional experience in facilities management, office operations, or administrative leadership.
• Knowledge of facility operations, vendor oversight, site safety, and workplace budgeting.
• Familiarity with OSHA/CalOSHA permit renewals and environmental health protocols.
• Strong organizational abilities and multitasking skills.
• Excellent written and verbal communication skills.
• Proficiency with administrative systems and vendor coordination.

Responsibilities

• Oversee site maintenance, repairs, inspections, and service vendors for building systems (HVAC, electrical, plumbing, roofing, elevators, fire, and security systems).
• Perform minor maintenance tasks based on photos, blueprints, written guides, or supervisor instructions.
• Manage building climate controls and resolve HVAC issues using facility management software.
• Coordinate exterior up-keep, including landscaping safety, tree maintenance, and property services.
• Serve as the main point of contact for the landlord regarding lease-related items, building services, and capital improvement projects.
• Respond promptly to urgent maintenance requests and facility inquiries.
• Maintain compliance with local, state, and federal requirements (OSHA, Cal/OSHA, fire codes, and environmental regulations).
• Coordinate required safety inspections, drills, tests, and certifications (fire sprinklers, HAZMAT, extinguishers, emergency preparedness).
• Compile and submit required environmental reports for regulatory bodies and key stakeholders.
• Manage hazardous waste accumulation areas in accordance with RCRA certifications and coordinate with disposal contractors.
• Maintain and renew necessary operating permits (BAAQMD, CERS, HMBP, local licenses).
• Partner with HR to schedule required workplace safety and equipment operator trainings.
• Oversee site sanitation efforts and stock necessary Personal Protective Equipment (PPE).
• Manage office supply inventory, stocking, and vendor relations (including coffee and janitorial services).
• Assist HR with new hire setup, including workstation allocation, keycard access badges, and facility orientations.
• Coordinate company events, celebrations, and special administrative projects.
• Oversee office phone and voicemail systems.
• Handle general administrative tasks such as data entry, filing, record keeping, and vendor purchasing coordination.

Skills

Facilities management

Vendor coordination

Workplace safety

Office operations

Communication skills

Tools

Facility management software

Job description

Location: Fremont, CA (On-site)

Job Type: Part-Time (32 hours/week)

Position Summary

We are seeking a proactive, highly organized Office & Facilities Manager to oversee daily workplace operations and ensure a smooth, efficient office environment. This role coordinates facility maintenance, environmental health and safety (EH&S) compliance, vendor relations, and administrative operations to support staff productivity and maintain a safe workspace.

Key Responsibilities

Facility Operations & Maintenance

• Oversee site maintenance, repairs, inspections, and service vendors for building systems (HVAC, electrical, plumbing, roofing, elevators, fire, and security systems).
• Perform minor maintenance tasks based on photos, blueprints, written guides, or supervisor instructions.
• Manage building climate controls and resolve HVAC issues using facility management software.
• Coordinate exterior up-keep, including landscaping safety, tree maintenance, and property services.
• Serve as the main point of contact for the landlord regarding lease-related items, building services, and capital improvement projects.
• Respond promptly to urgent maintenance requests and facility inquiries.

Environmental Health, Safety (EH&S) & Compliance

• Maintain compliance with local, state, and federal requirements (OSHA, Cal/OSHA, fire codes, and environmental regulations).
• Coordinate required safety inspections, drills, tests, and certifications (fire sprinklers, HAZMAT, extinguishers, emergency preparedness).
• Compile and submit required environmental reports for regulatory bodies and key stakeholders.
• Manage hazardous waste accumulation areas in accordance with RCRA certifications and coordinate with disposal contractors.
• Maintain and renew necessary operating permits (BAAQMD, CERS, HMBP, local licenses).
• Partner with HR to schedule required workplace safety and equipment operator trainings.
• Oversee site sanitation efforts and stock necessary Personal Protective Equipment (PPE).

Office Administration & Logistics

• Manage office supply inventory, stocking, and vendor relations (including coffee and janitorial services).
• Assist HR with new hire setup, including workstation allocation, keycard access badges, and facility orientations.
• Coordinate company events, celebrations, and special administrative projects.
• Oversee office phone and voicemail systems.
• Handle general administrative tasks such as data entry, filing, record keeping, and vendor purchasing coordination.

Qualifications & Core Competencies

• Professional experience in facilities management, office operations, or administrative leadership.
• Practical knowledge of facility operations, vendor oversight, site safety, and workplace budgeting.
• Familiarity with workplace safety standards (OSHA/CalOSHA), permit renewals, and environmental health protocols.
• Strong organizational abilities with a track record of handling multiple operational priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with administrative systems, basic facility management software, and vendor coordination.