Office Manager

BayOne Solutions; Palo Alto (CA); On-site; USD 50,000 - 70,000; Full time

Job summary

BayOne Solutions is seeking an Office Admin/Office Manager in Palo Alto to oversee daily operations, greet visitors, coordinate meetings, and manage vendor schedules. You will ensure a sparkling, on-brand workspace and collaborate with executive leadership to keep things running smoothly onsite, five days a week.

The role requires a degree in hospitality, HR, or facilities, at least two years of office experience, and strong organizational, communication, and problem-solving skills.

Qualifications

• Associates or Bachelor's degree in hospitality, human resources, facilities, or related fields preferred.
• Minimum 2 years experience as an office admin or manager or similar role.
• Excellent organizational and multitasking skills with strong attention to detail.
• Proficiency in Google Suite, Slack, and ticketing systems.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.

Responsibilities

• Oversee daily office operations to ensure efficiency, happiness, and productivity.
• Act as the face of the office and main contact with building management and partners.
• Coordinate administrative activities, meetings, visitors, and tours.
• Maintain a clean, on-brand workspace with strong attention to detail.
• Ensure the office reflects the organization's values.
• Plan and execute events and office activities.
• Monitor office supplies and budgets.
• Handle correspondence, Slack messages, tickets, and calls.
• Assist with people-related tasks and onboarding tours.
• Coordinate office maintenance and moves as needed.

Skills

Organizational skills

Multitasking

Communication

Interpersonal skills

Discretion and confidentiality

Independent and collaborative work

Education

Associate or Bachelor's degree in hospitality, HR, facilities, or related field

Tools

Google Suite

Slack

Ticketing systems

Job description

What You’ll Do:

• Oversee and manage daily office operations to ensure efficiency, happiness, and productivity.
• Acting as the face of the office and the point of contact with building management, internal employees & cross-functional partners
• Coordinate administrative activities, including managing vendor schedules, company meetings, onsite offsites, greeting and touring visitors/candidates, etc.
• Exhibit supreme attention to detail to provide a sparkling workspace that's inviting and clean.
• Ensuring the office environment is on-brand and reflects the values of the organisation.
• Coordinate and execute engaging events like company milestones, weekly brunches, holiday parties, and surprise & delight moments.
• Maintain office supplies inventory and ensure proper stocking levels.
• Handle incoming and outgoing correspondence, including emails, Slacks, tickets, and occasional phone calls.
• Sorting, routing mail to the proper department; sometimes scanning important claims or financial related materials.
• Manage office budgets and expenses.
• Assist in People-related tasks such as tours, hosting visitors/candidates, and setting the tone to provide an uplifting office experience.
• Implement and maintain office policies and procedures to uphold organizational standards.
• Coordinate office maintenance and repairs, liaising with vendors and service providers.
• Assist in special projects as needed.
• Overseeing office moves, reshuffles, furniture placement, and upgrades to the built environment.
• Prep space as needed for specific meeting types (e.g. onsites, trainings, all-hands, partner meetings, events, etc.).

What We Need:

• Associates or Bachelor's degree in hospitality, human resources, facilities, or related fields preferred.
• Minimum 2 years experience as an office admin and/or manager or similar administrative role.
• Excellent organizational and multitasking skills with strong attention to detail.
• Proficiency in Google Suite, Slack, and ticketing systems.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Problem-solving skills with a proactive and resourceful approach.
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Flexibility to adapt to changing priorities and deadlines.
• Motivated with a passion for organization and administration
• Able to interface with executive leadership and be the face of the office.
• Able to be onsite 5 days a week during core business hours.