Office and Facilities Manager

About the role

At Haselden Construction, the vision is to be a great builder and the purpose is empowering people to be their best selves to fulfill customer expectations. The Office & Facilities Manager ensures the efficient, safe, and professional operation of the corporate office and workplace environment, overseeing day-to-day office operations, facilities coordination, building access, office services, meeting and conference room readiness, vendor relationships, and front‑desk operations to provide a welcoming experience for employees, executives, clients, visitors, and vendors.

Responsibilities

• Manage day-to-day office functions
• Monitor the overall office environment and address cleanliness, maintenance, safety, and facility concerns in a timely manner
• Manage building access through Brivo and office‑related communications, including closures, maintenance, and building updates
• Proactively identify and track maintenance tickets, and facility issues through resolution
• Coordinate with internal facilities contacts and external vendors as needed to address building‑related needs such as janitorial vendors, elevators, and other facility related needs
• Maintain organized records of vendor contacts, agreements, open requests, and recurring service and maintenance needs
• Coordinate vendor scheduling, quotes, service requests, site access, repairs, installations, and follow‑up
• Review office and facility invoices and support expense and budget tracking
• Ensure vendors meet service expectations and address issues when needed
• Work closely with the Office Admin regarding supplies around the office and breakrooms
• Coordinate office furniture, equipment, installations, moves, repairs, and workplace improvement projects
• Manage and coordinate hotel room blocks and hotel agreements for the enterprise as needed
• Ensure conference rooms and shared meeting spaces are appropriately prepared for executive, client, and company meetings, including room setup, technology coordination, food and beverage needs, and post‑meeting reset
• In partnership with the Office Administrator assist with conference room setup and breakdown before and after meetings and events
• Partner with internal stakeholders to understand meeting needs and ensure spaces are prepared appropriately
• Establish and manage a corporate catering process, including coordinating group catering for office meetings, trainings, and other internal events; communicate guidelines and procedures to employees and ensure consistent, efficient execution
• Partner with Executive Assistant team to support meetings and executive activities, including coordinating catering, preparing conference rooms, arranging meeting logistics, and assisting with other office‑related needs
• Partner with Corporate Marketing to support the planning and execution of company events, including events hosted at the corporate office and off‑site events
• Serve as an on‑site resource during corporate events, helping troubleshoot logistical needs and ensuring spaces are organized, professional, and ready for guests/team members
• Directly supervise, coach, and develop the Office Administrator
• Enforce and establish front desk standards, procedures, and coverage expectations
• Conduct regular check‑ins and provide ongoing feedback and performance coaching
• Coordinate office admin scheduling, PTO, and coverage
• Participate in hiring, onboarding, performance evaluations, and corrective action as appropriate
• Ensure consistent front desk coverage during business hours by serving as backup coverage to front desk as needed
• Assist employees and visitors with general office‑related requests and help create a welcoming experience
• Help coordinate miscellaneous office supplies, requests, and administrative needs

Qualifications

• Experience in office management, facilities coordination, administrative support, or a related role preferred
• Strong organizational skills with the ability to manage multiple requests, vendors, schedules, and follow‑up items at the same time
• Excellent communication and customer‑service skills with a professional and helpful approach
• Ability to identify issues, take initiative, and coordinate timely resolution
• Comfort working with building access systems, office scheduling processes, maintenance ticketing, vendor communication, or related tools
• High attention to detail and commitment to maintaining a clean, functional, and welcoming office environment