Office & Facilities Coordinator

About the role

Our San Jose office is seeking a highly organized, hands-on, and proactive Office & Facilities Coordinator to own the day-to-day operations of our office and building facilities.

Responsibilities

• Serve as the welcoming first point of contact for employees, clients, and visitors, ensuring a positive front-office experience.
• Manage phone lines, mail, and deliveries efficiently and professionally.
• Maintain systems, layouts, and shared spaces to optimize function and appearance.
• Cook up conference room setups, meeting logistics, and lunch orders for in-office gatherings.
• Provide light administrative support to staff (printing, scanning, copying, labeling, etc.) and assist with occasional travel or scheduling needs.
• Take full ownership of building and equipment maintenance, monitor conditions daily, identify issues early, and coordinate timely repairs or service.
• Partner with vendors for maintenance and repair services (e.g., Building Maintenance, HVAC, plumbing, janitorial, security, copier, water delivery).
• Track and manage preventative maintenance schedules for building systems and office equipment.
• Oversee and coordinate small building projects, minor building renovations & repairs, staff moves, and workspace reconfigurations; ensure safety and minimal disruption during any facilities work.
• Maintain safety and compliance standards; support emergency preparedness and response (e.g., safety drills, first aid, reporting hazards).
• Perform light repairs and maintenance or facility tasks directly when appropriate (changing light bulbs, restocking supplies, tightening fixtures, hanging necessary wall mount items, etc.).
• Schedule and maintain all company vehicles and shared technical equipment (e.g., cameras, batteries, meters) this included scheduled maintenance and staff use coordination, working with all necessary parties to maintain check-out and maintenance logs.
• Manage purchasing and inventory of office, janitorial, and kitchen supplies; anticipate needs and reorder proactively.
• Coordinate and log all purchases in SharePoint, ensuring accurate budget tracking and reporting.
• Maintain well-organized and stocked supply areas, ensuring accessibility and cleanliness.
• Build relationships with key service providers and ensure vendors deliver consistent, quality service.
• Oversee invoices, purchase orders, and contract renewals related to office and facilities operations.
• Support Finance with check scanning, mail handling, and shipping coordination as needed.
• Maintain awareness of building safety, ergonomics, and accessibility standards.
• Ensure compliance with company and local health/safety regulations.
• Act as a first responder for facility-related emergencies and incidents.
• Support your manager with office and facilities projects, reporting, and communications, onsite Event set up and breakout for all employee related events.
• Cook up with your manager all large office renovation and work as a liaison between the building owner.
• Coordinate with your manager all large office renovation and work as a liaison between the building owner.
• Participate in company initiatives that enhance employee experience and promote a safe, efficient, and professional environment.
• Parking control and management of all staff utilized parking lots (coordinating car moves and reporting improperly parked vehicles).
• Recycling and document destruction, responsible keeping areas clean and working with destruction vendors.

Qualifications and Experience

• Proven experience in office coordination, facilities management, or administrative operations.
• Strong organizational, problem-solving, and project management skills; able to handle multiple priorities with minimal supervision.
• Proactive and resourceful, anticipates needs and takes ownership of solutions.
• Excellent interpersonal and communication skills, both written and verbal.
• Strong organizational and multitasking capabilities.
• Proficiency in Microsoft Office 365 (especially Excel, Outlook, Teams, and SharePoint, and Acrobat).
• Familiarity with vendor management, procurement systems, or building maintenance coordination preferred.
• High school diploma required, associate’s or technical certification in facilities management or business administration a plus.
• Flexibility and willingness to work on various projects and tasks, embracing new challenges with enthusiasm.
• Demonstrated ability to work independently and take initiative to drive projects forward.