Assistant Facilities Coordinator

Position overviewWe 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.