Assistant Facilities Manager

Position overview
We are seeking a proactive and detail-oriented Assistant Manager - Facilities to oversee the day-to-day operations of our workplace services in our client's Oakland location. This role is responsible for ensuring a high-functioning, clean, and welcoming office environment by managing facilities operations, supervising a small team, and coordinating with vendors and building management.

Facilities Operations
* Conduct regular building walkthroughs and inspections to ensure cleanliness, safety, and functionality.
* Oversee preventative maintenance schedules and coordinate repairs with vendors and building management.
* Manage vendor relationships and service contracts to ensure timely and quality service delivery.

Workplace Services
* Supervise lobby and reception operations to ensure a professional and welcoming environment.
* Oversee mailroom and shipping operations, ensuring timely and accurate handling of deliveries.
* Manage pantry/snack inventory and restocking to maintain a well-supplied break area.
* Maintain office supply inventory and reorder as needed to support staff needs.
* Supervise porter duties including conference room clean-up, printer/copier area maintenance, and coffee preparation.
* Perform light handyman tasks such as minor repairs, furniture adjustments, and equipment troubleshooting.

Security & Access Management
* Oversee visitor check-in procedures to ensure a secure and professional experience.
* Manage the issuance and replacement of employee and visitor badges.
* Coordinate with building security on access control and emergency procedures.
* Maintain accurate records of badge inventory and access logs.

Event Support
* Assist with conference room configuration and setup for meetings and events.
* Coordinate with catering vendors and ensure timely delivery and setup.
* Support guest check-in and wayfinding during on-site events.
* Provide on-the-ground support to ensure smooth event execution and quick resolution of any issues.

Team Leadership
* Lead and support a team of 2 associates, providing guidance, training, and performance feedback.
* Foster a culture of customer service and operational excellence.

Required:
* Proven experience in facilities management or workplace operations.
* Strong leadership skills with experience managing or supervising staff.
* Proficiency with modern office tools such as Microsoft Outlook, Copilot, Slack, and other workplace technologies.
* Ability to work with Microsoft Excel to compile monthly reports and Microsoft PowerPoint to add to quarterly business review presentations.
* Excellent organizational and multitasking abilities.
* High level of customer service and communication skills.

Preferred:
* Familiarity with building management systems (BMS).
* Experience with space planning tools or office layout software.
* Knowledge of basic security protocols and access control systems.
* Experience supporting corporate events or office hospitality services.
* Industry related certifications like CFM & FMA are a plus.
* Ability to put together and lead presentations with high-level stakeholders.