Jobs: Office Service Manager

Looking for a job where you can use your skills to make the world a better place? Kapor Enterprises, Inc. (www.kei.com) provides services to a number of high-profile non-profit and for-profit groups in San Francisco that focus on social good and technology, including The Mitchell Kapor Foundation and the Level Playing Field Institute (www.mkf.org , www.lpfi.org).

We are currently searching for an Office Services Manager to provide office administration services to our organizations.  This position is responsible for establishing and maintaining an office environment that reflects the values of the entities and allows each individual and organization to achieve its mission.  The Office manager will work with each of the entities to understand their needs and design creative solutions   In addition, s/he will establish best office practices policies and procedures to meet our growing office needs.  The Office Services Manager will look to have the values reflected in the day-to-day functioning of the office – e.g. choice of vendors, choice of food and supplies.

We provide excellent employee benefits, a set of diverse and challenging projects and a pleasant place to work. Our SOMA offices are sunny, casual and dog-friendly, and are easy to get to from BART, Caltrain and MUNI. We also provide partial reimbursement for public transportation, parking, and wellness programs.

Responsibilities Include:

General Administration:

• Front desk reception – greet visitors, answer phones;
• Manage phone lists on the Wiki;
• Process and distribute incoming and outgoing mail and packages;
• Plan and order regular twice-weekly lunches, including setup and cleanup;
• Work with various grocery vendors to ensure snack quantities are sufficient for entire office;
• Daily maintenance of conference room supplies;
• Monitor satisfaction with services, conference room supplies, lunch choices, snacks, and suggest improvements;
• Filing as assigned;
• Some lifting up to 30 lbs will be necessary. 

Office Management: 

• Will proactively work to ensure that the office is clean and a welcoming work environment to employees and guests,
• oversee carpet cleaning and replacement
• oversee need for paint touch-ups, other cleaning/repair
• Collaborate with key staff on special projects, e.g., large mailing projects;
• Daily check and maintenance of office supplies;
• Ensure office equipment is maintained;
• Schedule and oversee kitchen equipment maintenance;
• Authorize office management related invoice payments;
• Participate in space planning efforts for new hires and current employees;
• Orient new hires with phone training and office tours;
• Coordinate conference room space and food used by outside groups;
• Oversee use of space during and after business hours, including weekends, by outside groups;
• Plan a total of approximately 8-12 events per year , such as whole office presentations and off site parties and events;
• Proactively work with building staff to ensure smooth operation of HVAC, elevators, janitorial services and security procedures.

Success Factors:

• Two plus years of front desk experience;
• BA, BS or equivalent helpful;
• Customer service orientation;
• Creative problem-solver;
• Energetic, proactive, and motivated;
• Able to multitask and prioritize many projects and tasks
• Some office management experience;
• Some computer knowledge (email, MS Word, Excel, etc);
• Organized, with attention to detail;
• Excellent oral and written communication skills;
• Resourceful and flexible.

KEI is an equal opportunity employer and we encourage all to apply.