Workplace Manager

Poppy Bank; Santa Cruz (CA); On-site; USD 63,000 - 77,000; Full time

Benefits offered by this job

PTO

401K

Medical insurance

Dental insurance

Vision insurance

EV subsidies

WFH reimbursements

Dog-friendly office

Job summary

Ecology Action seeks a Workplace Manager to supervise operations across its Santa Cruz, Watsonville, and Salinas offices, plus remote staff. This role emphasizes facilities, purchasing, and administrative tasks to keep offices running smoothly.

The position focuses on maintaining a productive environment, coordinating events, and ensuring compliance with policies, with a strong emphasis on collaboration with HR and cross‑functional teams. Five‑day on‑site work in Santa Cruz is expected.

Qualifications

• Minimum 3 years of experience in office operations or similar roles.
• Strong MS Office proficiency and project management tools.
• Excellent verbal and written communication skills.
• Ability to work with cross‑functional teams and committees.
• Commitment to confidentiality and high standards.

Responsibilities

• Maintain a positive environment that supports productivity and satisfaction.
• Develop and implement office policies, standards, and procedures.
• Research, select, and manage office vendors.
• Provide live support for virtual receptionist and voicemail systems.
• Coordinate meetings and events, including logistics and setup.
• Support remote staff and partner with HR to enhance employee experience.
• Coordinate facilities for Santa Cruz, Watsonville, and Salinas offices; ensure safety and on‑call coverage.
• Manage card key access, security, and company vehicles.
• Provide administrative support for executive teams and project delivery teams.
• Assist with purchasing, procurement, and accounting support as needed.

Skills

Office operations

Vendor management

Project coordination

Communication skills

Team collaboration

Tools

Microsoft Office

Scheduling tools

Facilities management software

Job description

• Location 877 Cedar Street,Suite 240,Santa Cruz, CA, 95060,United States
• Base Pay $63,442.00 - $76,900.00 / Year
• Employee Type Full Time

Description

About Ecology Action

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.

Additional Information

• Compensation Actual compensation is based on several factors, including but not limited to job‑related skills, qualifications, experience.
• Benefits Fully benefited with PTO, 401K and medical, dental, and vision benefits; subsidies for the purchase of electric vehicles and electric bikes; work from home and cell phone reimbursements; bring your dog to work (if you come into the office), and more!