Facilities Manager

What You'll Do

The Office Manager, Multi-Site & Executive Operations leads a consistent, high-quality workplace experience across a five-site portfolio while serving as the operational lead for the Palo Alto executive headquarters. This role manages and develops site coordinators, establishes shared service standards, and ensures each location is safe, efficient, welcoming, and ready to support employees, executives, visitors, and business priorities.

The Office Manager also serves as the primary Facilities and Workplace partner to approximately 30 Executive Assistants. The role converts executive and EA needs into coordinated, reliable delivery across sites, vendors, IT, Security, People Operations, EH&S, Finance, and building management. Success requires exceptional judgment, discretion, organization, responsiveness, and the ability to lead through both planned work and rapidly changing priorities.

Responsibilities

Multi-Site Leadership & Site Coordinator Management

• Directly manage, coach, and develop site coordinators supporting 1800 Owens Street, 3160 Porter Drive, 1201 Pennsylvania Avenue NW, MBC Bio, and 1801 Page Mill Road.
• Set clear operating standards, service expectations, schedules, coverage plans, escalation paths, and performance goals across all locations.
• Lead regular one-on-one and team meetings; provide training, feedback, recognition, and performance management; identify staffing and development needs.
• Create resilient coverage for absences, high-volume periods, executive visits, events, emergencies, and special projects.
• Conduct routine site reviews and ensure consistent execution while allowing for building-specific requirements and local business needs.

Executive Headquarters & Executive Assistant Support

• Own day-to-day office operations and service delivery for the Palo Alto executive headquarters, maintaining an executive-ready environment at all times.
• Serve as the central Workplace and Facilities contact for approximately 30 Executive Assistants, providing clear intake, prioritization, communication, and follow-through.
• Coordinate leadership meetings, board or investor-related activities, executive visits, confidential gatherings, and other high-touch events in partnership with EAs and cross-functional teams.

• Anticipate operational needs involving meeting rooms, room readiness, catering, visitor access, security, AV/IT coordination, transportation, building services, and after-hours support.
• Handle sensitive information and executive matters with sound judgment, urgency, diplomacy, and strict confidentiality.

Workplace Operations & Employee Experience

• Oversee reception, visitor management, mail and shipping, office supplies, pantry and beverage programs, conference rooms, shared spaces, storage, signage, and general workplace readiness.
• Establish and maintain site playbooks, opening and closing procedures, service calendars, workplace standards, contact lists, and escalation protocols.
• Partner with People Operations, IT, and Security to deliver smooth onboarding, offboarding, badging, access, workspace assignment, and employee communications.
• Monitor service requests and recurring issues, communicate status and ownership, and ensure timely resolution with minimal disruption to the business.
• Use employee and stakeholder feedback to improve service quality, consistency, inclusivity, and ease of use.

Vendor, Budget & Administrative Management

• Manage relationships and service performance for janitorial, security, food and beverage, office supply, plants, maintenance, furniture, moving, parking, and other workplace vendors.
• Support annual operating plans and budgets; track expenses, forecasts, purchase orders, invoices, contracts, deposits, and cost-saving opportunities.
• Confirm vendor onboarding, W-9 documentation, certificates of insurance, building approvals, delivery requirements, and site access before work begins.
• Maintain accurate records, dashboards, calendars, and project trackers; provide concise updates on service levels, risks, budgets, and open decisions.

Events, Projects & Cross-Functional Coordination

• Lead operational planning for company meetings, town halls, executive sessions, celebrations, and employee events across the portfolio.
• Coordinate with Executive Assistants, IT, Security, Communications, People Operations, EH&S, Finance, landlords, and vendors to define requirements, owners, timing, and contingency plans.
• Manage small workplace projects and support larger Facilities initiatives, including moves, restacks, installations, furniture changes, office openings, refreshes, and decommissioning activities.
• Create clear project plans and run-of-show documents; identify risks early, escalate decisions appropriately, and confirm completion against scope, schedule, and budget.

Safety, Security & Business Continuity

• Partner with EH&S, Security, building management, and site leadership to maintain Emergency Action Plans, emergency contacts, floor warden programs, drills, and site-specific response procedures.
• Support safe work practices, incident documentation, ergonomics, access control, visitor protocols, and compliance with company and building requirements.
• Ensure site coordinators understand emergency roles, escalation expectations, and continuity plans; maintain current training and documentation.
• Participate in urgent response and after-hours coordination when significant workplace, security, weather, or building issues affect operations.

Where You'll Work

This is an in person role

Who You Are

Required

• 7+ years of progressive experience in office management, workplace operations, facilities coordination, hospitality, executive services, or a related field.
• 3+ years of direct people-management experience, including coaching, performance management, scheduling, and team development.
• Demonstrated success leading operations across multiple offices, buildings, or regions in a fast-paced, service-oriented environment.
• Experience partnering closely with Executive Assistants and senior executives, with a record of discretion, composure, and high-touch service.
• Strong vendor, budget, invoice, purchase order, project, and event-management capabilities.
• Excellent written and verbal communication, prioritization, judgment, problem-solving, and stakeholder-management skills.
• Proficiency with Microsoft 365 and workplace ticketing, scheduling, project-tracking, or reporting platforms; ability to learn new systems quickly.
• Ability to work onsite primarily in Palo Alto, travel among supported locations, adjust hours for critical events or incidents, and participate in an on-call escalation structure as needed.

Preferred

• Experience in biotechnology, life sciences, healthcare, technology, or another highly regulated and rapidly changing industry.
• Experience supporting laboratory-adjacent workplaces or partnering with EH&S and regulated site teams.
• Experience with ServiceNow, Smartsheet, Workday, badge/access-control platforms, visitor systems, and/or workplace management tools.
• Formal training in facilities, hospitality, project management, emergency preparedness, or people leadership.