Facilities Specialist

We have a Foundation in Palo Alto, CA seeking an Senior Office Manager/Facilities Specialist on a Contract Basis!This role would be 4-6 months in lengthOnsite 3-4 days a week with 1-2 days remoteThis is ONLY a temporary rolePay is max at $40/hrMUST have experience moving an office or been an Office Manager/Coordinator in the past supporting vendors and facility. Large office move experience required (hands on experience supporting this along with all the vendor management pieces)Primary Responsibilities:Assist with the office relocation process, assisting the team with all aspects from planning to execution to ensure a seamless transition to a new location.Coordinate with external vendors, contractors, and service providers for office moves, ensuring that all logistics (e.g., moving furniture, IT equipment, office supplies) are handled efficiently.Serve as the main point of contact for all relocation-related inquiries and provide regular updates to staff and leadership throughout the process.Manage the packing, labeling, and inventory of office supplies, furniture, and equipment, ensuring everything is properly tracked and organized for the move.Work with IT and facilities teams to ensure that all office systems (computers, phones, internet, etc.) are properly set up and tested at the new location.Work with CPO and working team overseeing the physical setup of the new office space, ensuring that seating arrangements, common areas, and equipment are ready for staff use upon arrival.Ensure that all compliance, health, and safety requirements are met in the new office, including building codes, emergency exits, and accessibility standards.Coordinate the communication of the relocation details to staff, including move dates, new office layout, parking information, and other relevant updates.Assist with any office-related tasks post-move, such as distributing keys/badges, finalizing seating arrangements, and troubleshooting any issues that arise during the transition.Ensure minimal disruption to day-to-day operations during the relocation by managing work schedules and coordinating with departments to stagger move-related activities.Handle the logistics for the office closing process, ensuring that the old office is properly cleaned, secured, and all remaining assets are handled appropriately.Must Haves:Strong project management skills with the ability to plan and execute complex tasks under tight deadlines.Exceptional organizational skills and the ability to handle multiple moving parts during a relocation.Experience coordinating office moves, relocations, or similar logistics projects.Strong communication skills to effectively collaborate with external vendors, internal teams, and leadership.Problem-solving mindset with the ability to troubleshoot and resolve issues as they arise.Attention to detail in managing inventory, office setup, and move logistics.Ability to stay calm and focused under pressure, ensuring that the move goes smoothly with minimal disruption.Strong interpersonal skills, professionalism, and discretion when managing staff and external partners.Required Qualifications/Education:2+ years of experience in office coordination, project management, or a similar role with a focus on relocations or large-scale logistical efforts.Strong MS Office experience - word, excel, OneNote, etc.Ability to manage complex projects, timelines, and multiple priorities effectively.Excellent written and verbal communication skills.Familiarity with office supplies, equipment, and technology setup.Strong attention to detail and ability to manage resources efficiently.Ability to work collaboratively across teams and with external service providers.Strong affinity for the Foundation's mission and purpose.

Created: 2025-02-18