Office & Facilities Coordinator

Office and Facilities Coordinator

At Salas OBrien we tell our clients that were engineered for impact. This passion for making a difference applies just as much to our team as it does to our projects. Thats why were committed to living our values every day: inspiring achieving and connecting as shared owners of our success with a focus on a sustainable future.

Building for the long-term means that all of our team members can expect to work on amazing projects with a people-first approach to problem solving. It also means that each member of our team has truly limitless potential to build a unique meaningful and high-impact careerand theyll receive great total rewards along the way.

About Us:

Founded in 1975 Salas OBrien is an employee-owned engineering and professional services firm focused on achieving impact for our clients our team and the world. We know that tomorrows requirements are todays opportunities and we are here to design lasting solutions for pressing challenges.

We work across a variety of industries providing integrated engineering and consulting services. Our specialized experience includes design for data centers healthcare science and technology high-rise buildings clean energy education and other building types as well as structural and building sciences infrastructure asset management advanced robotics and more.

Our technical expertise is paired with an exceptional team of business development human resources finance and accounting information technology and marketing professionals all of whom play a key role in bringing our commitments to life every day.

Job Summary: 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. This role combines front desk coordination with broader responsibilities in office operations vendor management and facility upkeep to ensure a safe efficient and welcoming environment for our team and visitors.

The ideal candidate takes initiative to identify issues before they arise manages facility and equipment upkeep with confidence and takes pride in maintaining a professional well-functioning workspace.

Responsibilities:

Front Desk & Office Operations

• 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.
• Support office operations by maintaining systems layouts and shared spaces to optimize function and appearance.
• Coordinate 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.

Facilities & Equipment Management

• 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.

Inventory & Procurement

• 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.

Vendor & Financial Coordination

• 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.

Health Safety and Compliance

• 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.

Other Duties

• Support your manager with office and facilities projects reporting and communications onsite Event set up and breakout for all employee related events.
• 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 associates 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.

Location: San Jose CA

Travel: Up to 20%

Compensation & Benefits:

The expected hourly range for this role is $24-34/hour USD. Actual compensation will be determined based on a number of factors including skills experience qualifications and location.

This role is also eligible for performance-based bonuses equity participation and a comprehensive U.S.-based benefits package including:

• Medical dental and vision insurance
• 401(k) with company match
• Paid time off and company holidays
• Wellness programs and employee assistance resources
• Professional development support

Equal Opportunity Employment Statement

Salas OBrien provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race color religion age sex national origin disability status genetics protected veteran status sexual orientation gender identity or expression or any other characteristic protected by federal state/provincial or local laws. Salas OBrien will accommodate the disability-related needs of applicants as required by law.

Required Experience:

IC