Workplace Manager

Ecology Action; Santa Cruz (CA); On-site; USD 65,000 - 95,000; Full time

Job summary

Ecology Action is seeking a Workplace Manager to support operations across Santa Cruz, Watsonville, and Salinas, CA, plus remote staff. You will handle facilities, purchasing, events, and administrative tasks to ensure smooth daily operations.

Ideal candidates will have at least 3 years of relevant experience, strong communication skills, and proficiency with the Microsoft Office Suite, scheduling, and project management tools. This role emphasizes collaboration with HR and program teams.

Qualifications

• Minimum 3 years of experience in office operations, facilities, or administrative roles.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Word, Excel, and PowerPoint; experience with scheduling and project management tools.
• Ability to work with cross-functional teams and committees.
• Detail-oriented, highly organized, and able to manage multiple priorities.

Responsibilities

• Provide operational and administrative support for Ecology Action offices in CA and remote staff.
• Coordinate facilities management, purchasing, procurement, and vendor relations.
• Plan and staff meetings and events, including logistics and follow-up.
• Support HR, accounting, IT, and Compliance as needed.
• Maintain vendor records, contracts, and asset management; ensure office policies are followed.

Skills

Communication

Team collaboration

Problem solving

Organizational skills

Detail-oriented

Adaptability

Education

Tools

Microsoft Office Suite

Scheduling tools

Project management tools

Job description

At Ecology Action, we believe every person counts and every action matters. We've made it our mission to advance equitable community climate solutions and reduce GHG emissions through partnership, education and action. Every action we take today can create the future we want-one where people and planet can thrive together. Join Ecology Action in building a sustainable future where equity, resilience, and innovation are at the core. Together, we can make it happen.

About the Role

The Workplace Manager provides operational and administrative support for Ecology Action (EA), including offices in Santa Cruz, Watsonville, and Salinas, CA as well as employees working remotely. This hands‑on position is responsible for office operations including facilities management, purchasing and procurement, staff events coordination, assuring compliance with office policies, and performing a variety of administrative tasks.

What you'll be doing

Office Operations:

• Maintain a positive environment that fosters employee productivity and satisfaction.
• Assist with the development and implementation of office policies, standards, and procedures.
• Research, select, and manage office vendors.
• Provide live support as needed for the virtual receptionist and voicemail system.
• Maintain company‑level subscriptions and physical resources.
• Arrange and provide logistical support for meetings and events, including clean‑up, laundry, and dishes if needed.
• Support workplace needs of remote staff.
• Partner with HR to enhance employee experience.

Facilities Management:

• Provide for general maintenance, health and safety, and utilization of the downtown Santa Cruz office suite we own and on behalf of all owners of the whole office building and grounds.
• Coordinate facilities support for satellite offices we lease in Watsonville and Salinas.
• Report and work to resolve any incidents or potential safety problems.
• Be an on‑call resource for after‑hours facilities‑related needs.
• Troubleshoot and perform maintenance on furniture and fixtures, arranging for service from outside parties when needed.
• Manage card key access and monitor security.
• Manage several company‑owned vehicles.

Administrative Support:

• Provide administrative support for executive team and to supplement program staffing.
• Carry out special projects with program delivery teams as needed.
• Log checks and process office‑related paperwork in support of Accounting.
• Depending on skills, assist with Accounting, HR, IT or Compliance.

Purchasing, Procurement, and Accounting Support:

• Assist in purchasing materials in accordance with EA’s green purchasing and supplier diversity policies.
• Support the procurement process by maintaining accurate records of purchase orders, contracts, and supplier evaluations.
• Provide administrative support for contract negotiations and agreements with suppliers.
• Stay updated on market trends and new products to assist in making informed purchasing decisions.

What We're Looking For

• A minimum of 3 years’ experience performing similar functions; or an equivalent combination of education and experience may be qualifying.
• Working knowledge and demonstrated competency with the Microsoft suite, including Word, Excel, and PowerPoint, as well as scheduling and project management tools.
• Strong verbal and written communication skills.
• A commitment to meeting employees’ needs.
• Ability to work with and support cross‑functional teams and committees.
• Strong interpersonal skills and ability to resolve disputes.
• Commitment to excellence and high standards.
• A collaborative orientation, recognizing that acting unilaterally doesn’t necessarily produce the best results.
• Ability to rapidly assess situations, learn quickly, and solve problems in the moment.
• Ability to recognize and safeguard sensitive and confidential information.
• Ability to thrive in a rapidly changing environment presenting multiple, sometimes competing demands.
• Ability to produce organized, accurate, and detail‑oriented work.

Preferred Qualifications

• Familiarity with both non‑profit and for‑profit businesses.
• Familiarity with administrative functions, HR, accounting, IT, and compliance.
• Commitment to protecting the environment.

The physical demands described here represent those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, stand, talk and hear, and use a computer keyboard and monitor.The employee must occasionally lift and/or move up to 40 pounds and perform physical maintenance tasks.

This position is assigned to the Santa Cruz office 5 days a week.