Facilities/Office Administrator

Job Title: Facilities/Office Administrator

Location: San Jose, CA (Onsite)

Duration: 12 Months Contract

Pay range: $25.00 to $30.00 per hour on W2

Job Summary:

• We are looking for a dedicated and organized Facilities Administrator to oversee the day-to-day operations of our facilities, ensuring a safe, efficient, and well-maintained environment.
• The Facilities Administrator will work closely with the facilities management team and other departments to ensure that all office and building-related needs are met.
• This role requires a proactive approach to problem-solving, exceptional organizational skills, and the ability to handle various administrative tasks related to EHS, sustainability building maintenance and operations.
• The role will be full-time, on-site sharing your time equally between two office buildings in San Jose, while also supporting (remotely) our other office location in Southern California.

Job Description:

Facilities Maintenance & Operations:

• Ensure the smooth and efficient operation of the office buildings.
• Coordinate with vendors for services such as cleaning, security, waste management, landscaping, and pest control.
• Process invoices and manage facility-related budgets.

Environmental Health and Safety (EHS):

• Support emergency preparedness plans (e.g., fire evacuation plans, first-aid training).
• Conduct with Facilities team regular safety audits and report any hazards or issues.
• Keep accurate records of safety inspections, incidents, and corrective actions taken.

Sustainability Initiatives:

• Support the sustainability programs aimed at reducing the company’s environmental impact (e.g., energy efficiency, waste reduction, recycling, and water conservation).
• Track and report on sustainability metrics and recommend improvements.
• Educate and engage employees on sustainable practices and promote eco-friendly initiatives within the office.

Space Planning & Office Setup:

• Coordinate office moves, layouts, and space utilization to accommodate changing business needs.
• Maintain and update floor plans.
• Oversee the setup and teardown of workstations, furniture, and office equipment.

Office Administration:

• Coordinate with internal departments to manage facility-related requests (e.g., catering, conference rooms, equipment setups).
• Maintain accurate inventory of supplies and equipment, ordering replacements as needed.
• Provide daily support to our internal customers as needed.

Must Have:

• Prior experience in facilities management and office administration.
• Prior experience in coordinating with vendors and suppliers.
• Knowledge of environmental health and safety, best practices, and sustainability initiatives a plus.
• Proficiency with MS Office Suite (Word, Excel, PowerPoint) and other office management software.

Working Conditions:

• Full-time, on-site position. Travel may be required weekly between two of our offices
• Occasional evening or weekend work may be required for special projects or facility needs.
• Ability to lift and carry supplies (up to 20 lbs) and perform light physical tasks as required.