Office & Facilities Manager

VIA; Portland (OR); On-site; USD 57,000 - 65,000; Full time

Benefits offered by this job

Four-day work week

Great benefits

Employee ownership

Job summary

VIA is seeking an Office & Facilities Manager to oversee day-to-day office operations and building maintenance in Portland, OR. This role blends administrative tasks with hands-on upkeep, vendor coordination, and events support to keep our workspace efficient and welcoming.

The ideal candidate thrives in a fast-paced environment, loves organization, and can juggle multiple tasks—from security to onboarding—while maintaining humor and grace under pressure.

Qualifications

• Experience managing facilities or office operations.
• Ability to coordinate vendors and building systems.
• Strong organizational skills and calm under pressure.

Responsibilities

• Open/close the building and manage security tasks.
• Coordinate HVAC, cleaners, landscaping, parking, and repairs.
• Reset conference rooms and maintain common spaces, kitchen, and climate controls.
• Onboard/offboard employees, manage access, and welcome kits.
• Plan and support events, catering, and outside events with minimal disruption.
• Maintain supplies and office amenities (coffee, snacks, paper goods).
• Handle shipping, mail, and AV support; assist IT as needed.
• Produce energy and expense reports; track OPEX/CAPEX budgets.

Skills

Elite multitasking

Organization

Chaos tolerance

Humor under pressure

Flexibility

Job description

About the Job…

We’re looking for an Office & Facilities Manager: The job is part office manager, part building maintenance guru, part appliance whisperer. If you alphabetize your junk drawer for fun and secretly enjoy a good crisis, we’ve found each other.

What You’ll Do

• Security: Open/close the building, field 10 PM alarm calls, run door codes, lead the safety committee.
• Vendors & Repairs: Manage HVAC/cleaners/landscapers/Parking Garage, fix the wobbly/leaking/squeaking things yourself, shovel snow, chase leaks after storms.
• Common Spaces: Reset conference rooms between meetings, keep the kitchen sane, baby the heating and cooling system like it’s a five-alarm emergency.
• Onboarding/Offboarding: Set up access and welcome baskets for new employees; revoke access just as fast.
• Events: Run catering for pitches, throw the Holiday and Summer parties, coordinate 5–10 outside events a year without visible panic.
• Supplies: Keep coffee, snacks, and paper goods stocked before anyone notices — floss included.
• Shipping & AV: Tame the FedEx/UPS/USPS chaos, sort mail before it forms its own zip code, hold the ladder for IT.
• Admin: Energy reports, expense reports, OPEX/CAPEX budgets.

What You’ll Bring

• Elite multitasking (reset a room, unclog a sink, calm a false alarm — all before 10 AM)
• A love of organization and a healthy tolerance for chaos
• A sense of humor for the day the espresso machine and fire alarm quit at once
• Willingness to moonlight as furniture mover, snow shoveler, and caterer — sometimes in the same week
• Schedule flexibility for pitches, shoots, launches and parties- campaigns don’t know what “9-5” means

Salary: $57,000–$65,000, commensurate with experience.

About VIA…

VIA means “The Way” in Latin. We’ve been finding the way for 33 years - for our clients, for ourselves, and most importantly for the humans on the receiving end of our work.

We started with a set of principles we wrote in a hotel bar in fifteen minutes. That was 1993. We still use the same principles. They are our lighthouse. They keep us off the rocks:

Be Curious.
Honor the Process.
Think Like the Audience.
Create Respect.
Be on Time.
Be on Budget.
Figure It Out.
Find the Magic.
Do Work That Makes You Proud.
Believe.

We believe in ideas with consequences. Ideas that change what people do next. Ideas that move markets. Ideas that alter destinies.

We’re 100% employee owned. Every person here has a real stake in what we become. What we built here, we built together. That changes what you fight for. What you’re willing to put your name on.

We’re based in Portland, Maine. Four-day work week. Some of the best benefits of any company our size in America. We get to work in a library from 1888, every day, knowing it’s ours. Great schools. An ocean, and a food scene that has no business being this good.

Salary: $57,000-$65,000, commensurate with experience.