Job Description

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 length

Onsite 3-4 days a week with 1-2 days remote

This is ONLY a temporary role

Pay is max at $40/hr

MUST 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.

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