SF Office Ops & Admin Coordinator

Pitcairn; San Francisco (CA); On-site; USD 75,000 - 100,000; Full time

Job summary

Pitcairn’s San Francisco office needs an Experience & Administrative Coordinator to keep operations running smoothly for employees, vendors, and service providers.

You will oversee workplace operations, document control, vendor coordination, and onboarding/offboarding support, while protecting confidential information and collaborating with Talent & Culture and local leadership to support a high-discretion, client-ready environment.

Qualifications

• Bachelor's degree preferred or equivalent professional experience.
• 5+ years of experience in office management, workplace operations, executive support, business operations, or administrative coordination.
• Proven discretion with confidential documents, financial information, employee information, and sensitive records.
• Experience coordinating vendors, building management, service providers, or professional advisors.
• Strong organization, communication, project management, judgment, and follow-through; proficiency with Microsoft Office, SharePoint/OneDrive, Adobe/PDF tools, digital filing, and office equipment.
• Experience in a family office, financial services, investment advisory, legal, accounting, or other high-discretion professional services environment is preferred but not required.

Responsibilities

• Office and workplace operations: Maintain a professional, organized, client-ready office; coordinate supplies, meetings, catering, events, access, building requests, and emergency procedures.
• Mail, documents, and records: Receive, scan, route, track, and securely maintain mail, invoices, checks, notices, permanent files, entity binders, minute books, vault inventories, and original documents.
• Vendor and facilities coordination: Manage routine service providers, maintain vendor procedures and contacts, track requests, and identify opportunities to improve service, efficiency, and cost effectiveness.
• Financial administration: Route invoices and payment documents, support office credit card and expense processes, maintain petty cash records, coordinate deposits, and apply appropriate confidentiality and controls.
• Employee support: Partner with Talent & Culture and local leadership on onboarding, offboarding, workspace and access readiness, employee events, communications, training, and related logistics.
• Process improvement and projects: Create practical guides, checklists, and procedures; streamline recurring workflows; and support special projects and cross-functional initiatives.

Skills

Discretion

Organization

Project management

Communication

Team coordination

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

SharePoint/OneDrive

Adobe PDF tools

Job description

Pitcairn’s San Francisco office needs an Experience & Administrative Coordinator to keep operations running smoothly for employees, vendors, and service providers.

You will oversee workplace operations, document control, vendor coordination, and onboarding/offboarding support, while protecting confidential information and collaborating with Talent & Culture and local leadership to support a high-discretion, client-ready environment.