Office Manager

Job#: 2088977

Job Description:

Office Manager

San Jose, CA (3-5 days per week onsite)

12+ month contract (potential for FTE conversion)

*please only apply if you are local to San Jose, CA and have experience working as an Exec Assistant*

Job Title: Office Manager (Facility Manager & Executive Assistant)

Job Summary: Dual-role position combining executive administrative support with facility management responsibilities.

Manages building operations, maintenance, and safety while providing high-level administrative assistance to senior executives.

Requires exceptional organizational skills and ability to prioritize multiple responsibilities.

Executive Assistant Responsibilities:

·Manage executive calendars, scheduling meetings and appointments

·Coordinate travel arrangements including flights, hotels, and itineraries

·Prepare correspondence, reports, and presentations

·Handle confidential information with discretion and professionalism

·Organize and coordinate meetings, conferences, and corporate events

·Assist with special projects and strategic initiatives

·Serve as liaison between executives and internal/external stakeholders

·Handle expense reports and administrative tasks

Facility Management Responsibilities:

·Coordinate maintenance schedules and manage vendor relationships for electrical, network, security, or other facility operations

·Ensure compliance with health, safety, and building regulations

·Manage facility budgets and track operational expenses

·Handle space planning, office layouts, and workplace optimization

·Maintain facility records, inspection logs, and compliance documentation

·Respond to facility emergencies and coordinate urgent repairs

·Plan office moves, renovations, and facility improvement projects

Required Qualifications:

·Bachelors degree in business administration, facility management, or related field

·5+ years combined experience in facility management and executive support roles

·Strong knowledge of building systems and maintenance operations

·Proven experience supporting C-level executives

·Excellent organizational and multitasking abilities

·Superior written and verbal communication skills

·Proficiency in Microsoft Office Suite and facility management software

·Ability to handle confidential information with integrity

·Strong problem-solving skills and attention to detail

Preferred Qualifications:

·Professional certifications in facility management (Certified Facility Manager, Facility Management Professional) or administrative support (Certified Administrative Professional, Certified Professional Secretary)

·Experience with project management and event planning

·Knowledge of building codes and safety regulations

·Previous experience in corporate environments

·Bilingual capabilities

Key Competencies:

·Exceptional time management and prioritization skills

·Ability to work independently with minimal supervision

·Strong interpersonal skills and professional demeanor

·Flexibility to handle both strategic and operational tasks

·Crisis management and emergency response capabilities

This role requires someone who can seamlessly transition between hands-on facility management tasks and high-level executive support, often within the same day.

The position typically reports directly to senior leadership and requires availability for both routine and urgent matters.

Expects individual to be in office for at least 3 days 

Apex Systems is a world-class IT services company that serves thousands of clients across the globe.

When you join Apex, you become part of a team that values innovation, collaboration, and continuous learning.

We offer quality career resources, training, certifications, development opportunities, and a comprehensive benefits package.

Our commitment to excellence is reflected in many awards, including ClearlyRated's Best of Staffing® in Talent Satisfaction in the United States and Great Place to Work® in the United Kingdom and Mexico.

Apex Benefits Overview: Apex offers a range of supplemental benefits, including medical, dental, vision, life, disability, and other insurance plans that offer an optional layer of financial protection.

We offer an ESPP (employee stock purchase program) and a 401K program which allows you to contribute typically within 30 days of starting, with a company match after 12 months of tenure.

Apex also offers a HSA (Health Savings Account on the HDHP plan), a SupportLinc Employee Assistance Program (EAP) with up to 8 free counseling sessions, a corporate discount savings program and other discounts.

In terms of professional development, Apex hosts an on-demand training program, provides access to certification prep and a library of technical and leadership courses/books/seminars once you have 6+ months of tenure, and certification discounts and other perks to associations that include CompTIA and IIBA.

Apex has a dedicated customer service team for our Consultants that can address questions around benefits and other resources, as well as a certified Career Coach.

You can access a full list of our benefits, programs, support teams and resources within our ‘Welcome Packet’ as well, which an Apex team member can provide.