SF Office Experience & Operations Lead

Apollo.io; San Francisco (CA); On-site; USD 113,000 - 140,000; Full time

Benefits offered by this job

Equity

Bonuses

401(k)

Paid holidays

Flexible PTO

Parental leave

Wellbeing benefits

Travel coverage

Insurance (Life/AD&D/STD/LTD)

FSA/HSA and medical/dental/vision

Job summary

Apollo.io, opening a new office in San Francisco, seeks an Office Manager to own day-to-day space operations. Reporting to the Chief of Staff, you’ll ensure a safe, welcoming, and productive environment—from front-of-house hospitality to vendor coordination and onboarding logistics.

The ideal candidate is proactive, detail-oriented, and enjoys creating a great workplace experience, with a focus on structured processes, cost discipline, and strong cross-team collaboration.

Qualifications

• 3 to 5 years of experience in administrative, office management, workplace operations, hospitality, or facilities coordination roles.
• Experience supporting an in-office team in a startup or corporate environment.
• Strong organizational and time management skills, with the ability to juggle multiple requests at once.
• Clear, friendly communication style, written and verbal, with a service-oriented, hospitality mindset.
• Proven ability to follow processes, stay on top of logistical details, and own assigned responsibilities.
• Working knowledge of vendor coordination, invoices, and budget review.
• Familiar with Google Workspace, Slack, calendar management software, and ticketing or help desk platforms.
• Comfortable using AI tools to boost day-to-day productivity, and able to critically assess AI-generated content.
• Full-time, on-site availability in San Francisco, five days a week.

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 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.
• Manage badge and access administration, including monthly review of active access cards.
• Own onsite onboarding activities and office onboarding logistics in collaboration with IT and People Ops.
• Help coordinate in-office events, employee recognition moments, and team gatherings.
• 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.
• Work closely with Apollo's safety and compliance stakeholders on any office-related safety requests.

Job description

Apollo.io, opening a new office in San Francisco, seeks an Office Manager to own day-to-day space operations. Reporting to the Chief of Staff, you’ll ensure a safe, welcoming, and productive environment—from front-of-house hospitality to vendor coordination and onboarding logistics.

The ideal candidate is proactive, detail-oriented, and enjoys creating a great workplace experience, with a focus on structured processes, cost discipline, and strong cross-team collaboration.