Office Manager

Apollo.io; San Francisco (CA); On-site; USD 70,000 - 110,000; Full time

Benefits offered by this job

Remote & in-person roles

Flexible time off

Competitive pay

Office and learning stipend

Global healthcare coverage

Mental health and coaching support

Job summary

Apollo.io is opening a new office in San Francisco and seeks an Office Manager to own day-to-day operations, from front-of-house hospitality to vendor coordination and onboarding logistics. Reporting to the Chief of Staff, you will set the tone for visitors and new hires.

You’ll partner with the Chief of Staff, IT, and People Team to keep operations smooth, manage space planning, safety procedures, and events, and ensure the office reflects Apollo's brand while scaling with the team.

Qualifications

• The ideal candidate is proactive, detail oriented, and genuinely enjoys creating a great workplace experience.

Responsibilities

• Support the day-to-day operations of the office environment to ensure it remains safe, welcoming, and productive.
• Collaborate with the Chief of Staff to implement office policies, coordinate logistics, and support company initiatives.
• Coordinate with building management and approved vendors, including maintenance, cleaning, snacks, and supplies, under guidance from the Chief of Staff.
• Maintain inventory of office supplies and oversee restocking of all common areas.
• Report and follow up on facility maintenance issues, obtaining invoices or quotes per policy.
• Coordinate vendors and contractors end to end: schedule work, follow through, and address issues proactively.
• Greet visitors and ensure a smooth check-in experience reflecting Apollo's brand and hospitality standards.
• Manage badge and access administration, including visitor access, card deactivation, and monthly review of active cards.
• Own onsite onboarding activities and office onboarding logistics in collaboration with IT and People Ops.
• Help coordinate in-office events and team gatherings with direction from the Chief of Staff.
• Maintain organization and daily presentation of communal spaces like kitchens, conference rooms, and shared desks.
• Assist in safety procedures and coordinate office readiness, including fire drills and ergonomic checks.
• Ensure signage, office protocols, and emergency materials are kept up to date.
• Act as a point of contact during minor incidents or office disruptions, escalating as needed.

Skills

Vendor management

Office operations

Hospitality

Onboarding

Facilities coordination

Safety procedures

Space planning

Event coordination

Communication

Tools

Google Workspace

Slack

Calendar management software

Ticketing systems

Job description

• Apollo is opening a new office in San Francisco, and we're looking for an Office Manager to own the day-to-day operations of the space. Reporting to the Chief of Staff, this person will make sure the office is safe, welcoming, and productive, from front-of-house hospitality to vendor coordination to onboarding logistics


• This role is about more than keeping the lights on. You will bring structure and follow-through to a growing office, working closely with the Chief of Staff, IT Team, and People Team to keep operations running smoothly as the team scales. You will set the tone for anyone who walks through the door, whether that is a new hire on day one or a visiting executive


• Support the day-to-day operations of the office environment to ensure it remains safe, welcoming, and productive


• Collaborate with the Chief of Staff to implement office policies, coordinate logistics, and support company initiatives


• Coordinate with building management and approved vendors, including maintenance, cleaning, snacks, and supplies, under guidance from the Chief of Staff


• Maintain inventory of office supplies and oversee restocking of all common areas


• Report and follow up on facility maintenance issues, working closely with building management and approved vendors. Obtain a minimum of three invoices or quotes per service, per policy


• Coordinate vendors and contractors end to end: schedule the work, follow through, and catch issues before they become visible problems


• Greet visitors and ensure a smooth check-in experience that reflects Apollo's brand and hospitality standards


• Manage badge and access administration, including access for visitors, card deactivation, and a monthly review of active access cards


• Own onsite onboarding activities and office onboarding logistics in collaboration with IT and People Ops, including welcome and orientation touchpoints


• Help coordinate in-office events, employee recognition moments, and team gatherings with direction from the Chief of Staff


• Maintain organization and daily presentation of communal spaces such as kitchens, conference rooms, and shared desks


• Assist in safety procedures and help coordinate office readiness, such as fire drills and ergonomic checks


• Ensure signage, office protocols, and emergency materials are maintained and up to date


• Act as a point of contact during minor incidents or office-related disruptions, escalating appropriately to building management and leadership


• Work closely with Apollo's safety and compliance stakeholders on any office-related safety requests


• In this role, success means:


• The office runs smoothly day to day, and issues are resolved before they become disruptions


• Vendors and building management are handled proactively, with clear documentation and cost discipline


• New hires have a welcoming first day, and visitors leave with a strong impression of Apollo


• The Chief of Staff, IT, and People Team all consider this person a reliable partner


• Office events and team moments feel organized and well executed


• Safety protocols and compliance requirements are consistently met

Benefits

• Remote & in-person roles: Work from wherever you thrive, with all the tools and support you need to be successful.


• Flexible time off: We don’t count vacation days. When you need a break, take it - no strings attached.


• Competitive pay: We offer strong salaries, performance bonuses, and equity opportunities for most roles.


• Office and learning stipend: Get support for your growth with stipends for books, courses, and home office setup.


• Global healthcare coverage: Medical, dental, and vision benefits are available in the US, Canada, India, and other supported countries.


• Mental health and coaching support: Access professional coaching and mental health resources for you and your dependents.

The ideal candidate is proactive, detail oriented, and genuinely enjoys creating a great workplace experience. You are just as comfortable managing vendors and logistics as you are greeting a visitor with a warm welcomeVendor management: Working knowledge of vendor coordination, invoices, and budget reviewOrganization: Strong organizational and time management skills, with the ability to juggle multiple requests at onceCommunication: Clear, friendly communication style, written and verbal, with a service-oriented, hospitality mindsetComfortable using AI tools to boost day-to-day productivity, such as drafting and summarizing, and able to critically assess AI-generated contentFull-time, on-site availability in San Francisco, five days a weekExperience supporting an in-office team in a startup or corporate environment3 to 5 years of experience in administrative, office management, workplace operations, hospitality, or facilities coordination rolesComfortable using tools such as Google Workspace, Slack, calendar management software, and ticketing or help desk platformsFollow-through: Proven ability to follow processes, stay on top of logistical details, and own assigned responsibilitiesTeam-first: open to feedback, enjoys collaboration, and knows when to ask for supportProactive and solutions-focused, comfortable anticipating needs in a fast-paced, changing environmentSomeone who sets a warm, professional tone for anyone entering the officeInterested in team engagement, internal events, and office culture-building activitiesExperienced working closely with Site OperationsExperienced with office moves and space planningOpen to earning certifications such as First Aid, CPR, or OSHA basics, though none are requiredFamiliar with workplace safety guidelines and compliance considerations