Three-Site Facilities & Operations Manager - Cambridge

AISafety; Cambridge, Northern (MA, KY); Hybrid; USD 84,000 - 90,000; Full time

Benefits offered by this job

403(b) match

Health insurance

PTO

Commuter benefits

Tech/home office reimbursement

Job summary

CBAI in Cambridge, MA is seeking an Office Manager to run three Harvard Square locations, combining facilities, operations, and design to create welcoming spaces.

You will diagnose WiFi issues, manage snacks, coordinate with co-tenants, and source furniture, while partnering with program staff and leadership to minimize friction.

This is a hands-on, fully in-person role that requires pride in spaces that work and staff-focused everyday execution.

Responsibilities

• Facilities & Technical Troubleshooting: Serve as the first line of defense for anything that breaks, from WiFi and printers to AV and fixtures. Diagnose and fix what you can on your own, arrange quick workarounds, and coordinate with vendors, contractors, and building management on longer-term repairs.
• Food, Beverage & Supply Management: Own the ordering, stocking, and curation of snacks, beverages, and office supplies across all three sites, iterating based on feedback and observed consumption and building scalable procurement systems as CBAI grows.
• Space Stewardship & Asset Management: Keep every office warm, clean, and productive, from plant care to layout. Regularly assess furniture and equipment, manage replacements end to end, and continuously improve shared spaces based on user feedback.
• Co-tenancy & Building Coordination: Manage relationships with co-tenants and building management through regular communication, coordinating shared space use and amiably resolving any points of tension.
• Onboarding & Offboarding Support: Act as the office point of contact for arriving staff and program participants, ensuring workspaces, access credentials, supplies, and building logistics are ready from day one, and run the matching offboarding checklist to keep assets and access current.
• Budget Tracking & Reporting: Maintain accurate records of facilities and operations spending across all three locations, track expenditures against budget, flag variances proactively, and provide regular summaries to CBAI leadership.
• Health & Safety: Establish and own health and safety practices across all offices, including first aid supply maintenance, emergency procedure documentation, and coordination with building management on fire, security, and accessibility requirements.

Job description

CBAI in Cambridge, MA is seeking an Office Manager to run three Harvard Square locations, combining facilities, operations, and design to create welcoming spaces.

You will diagnose WiFi issues, manage snacks, coordinate with co-tenants, and source furniture, while partnering with program staff and leadership to minimize friction.

This is a hands-on, fully in-person role that requires pride in spaces that work and staff-focused everyday execution.