Facilities Assistant Job in San Francisco, CA

Facilities Assistant

We are looking for a Facilities Assistant to support daily office operations and administrative activities in San Francisco, California. This long-term PART TIME (24-30hrs/wk) Contract position is ideal for someone who enjoys creating an organized, welcoming, and efficient workplace while balancing front desk, mail coordination, and facilities support duties. The person in this role will work closely with operations and leadership teams, help maintain office procedures, and contribute to a safe and well-run environment.

Responsibilities:

• Manage front desk and administrative support activities by handling incoming calls, directing inquiries, and assisting internal teams with day-to-day coordination.
• Oversee mail and delivery operations, including distributing physical and electronic correspondence, arranging outgoing shipments, and tracking parcels with external carriers.
• Maintain office records and operational documentation through regular review, organization, archiving, and updates to internal procedure materials.
• Process invoices related to shipping, delivery services, and offsite storage, while routing financial documents such as checks and bank statements to the appropriate contacts.
• Provide on-site support to leadership and operations staff, including administrative assistance in short-term work spaces when needed during construction activity.
• Contribute to facilities operations by assisting with projects, supporting work order coordination, and serving as a point of contact for employees, vendors, and contractors on building-related matters.
• Help manage office resources by monitoring supply inventory, tracking related expenses, and supporting the upkeep of conference rooms, shared spaces, and offsite records.
• Support workplace safety and security efforts through emergency response participation, access control administration, visitor badge tracking, and end-of-day walkthroughs to identify issues requiring attention.
• Assist with meeting and event logistics by coordinating room schedules, preparing spaces, and helping ensure larger gatherings run smoothly.
• Train front desk coverage staff and, when office activities resume fully, welcome visitors and oversee proper check-in procedures.