Office & Facilities Manager NEW

Fremont, California
Aviso, LLC
Job Description Job Description Location: Fremont, CA (On-site)

Job Type: Part-Time (32 hours/week)

Position Summary

We are seeking a proactive, highly organized Office & Facilities Manager to oversee daily workplace operations and ensure a smooth, efficient office environment. This role coordinates facility maintenance, environmental health and safety (EH&S) compliance, vendor relations, and administrative operations to support staff productivity and maintain a safe workspace.

Key Responsibilities

Facility Operations & Maintenance

• Oversee site maintenance, repairs, inspections, and service vendors for building systems (HVAC, electrical, plumbing, roofing, elevators, fire, and security systems).
• Perform minor maintenance tasks based on photos, blueprints, written guides, or supervisor instructions.
• Manage building climate controls and resolve HVAC issues using facility management software.
• Coordinate exterior up-keep, including landscaping safety, tree maintenance, and property services.
• Serve as the main point of contact for the landlord regarding lease-related items, building services, and capital improvement projects.
• Respond promptly to urgent maintenance requests and facility inquiries.

Environmental Health, Safety (EH&S) & Compliance

• Maintain compliance with local, state, and federal requirements (OSHA, Cal/OSHA, fire codes, and environmental regulations).
• Coordinate required safety inspections, drills, tests, and certifications (fire sprinklers, HAZMAT, extinguishers, emergency preparedness).
• Compile and submit required environmental reports for regulatory bodies and key stakeholders.
• Manage hazardous waste accumulation areas in accordance with RCRA certifications and coordinate with disposal contractors.
• Maintain and renew necessary operating permits (BAAQMD, CERS, HMBP, local licenses).
• Partner with HR to schedule required workplace safety and equipment operator trainings.
• Oversee site sanitation efforts and stock necessary Personal Protective Equipment (PPE).

Office Administration & Logistics

• Manage office supply inventory, stocking, and vendor relations (including coffee and janitorial services).
• Assist HR with new hire setup, including workstation allocation, keycard access badges, and facility orientations.
• Coordinate company events, celebrations, and special administrative projects.
• Oversee office phone and voicemail systems.
• Handle general administrative tasks such as data entry, filing, record keeping, and vendor purchasing coordination.

Qualifications & Core Competencies

• Professional experience in facilities management, office operations, or administrative leadership.
• Practical knowledge of facility operations, vendor oversight, site safety, and workplace budgeting.
• Familiarity with workplace safety standards (OSHA/CalOSHA), permit renewals, and environmental health protocols.
• Strong organizational abilities with a track record of handling multiple operational priorities simultaneously.
• Excellent written and verbal communication skills.
• Proficiency with administrative systems, basic facility management software, and vendor coordination.