Office Services Manager

CitySan MateoStateCaliforniaJob LocationSan Mateo Corp OfficePosition TypeRegular

The Office Services Manager plays a key role in ensuring the seamless operation and professional presentation of our corporate office. As part of the Office Services Team within Talent & Culture, this individual will deliver exceptional support and service that fosters a productive, welcoming, and well-organized workplace. The Office Manager serves as the central point of contact for all office operations, ensuring that associates have what they need to do their best work every day. This role requires a high level of professionalism, strong organizational skills, attention to detail, and a proactive sense of urgency. It involves comprehensive administrative work, including coordination, communication, and documentation that support the smooth functioning of the office and consistency throughout all our corporate office locations.

WHAT YOU WILL DO:

Administrative & Environment

• Oversee daily office operations to ensure all areas—including reception, kitchens, conference rooms, mailrooms, and common spaces—are clean, stocked, and functioning properly with minimal or no oversight.
• Conduct regular office walkthroughs to identify maintenance or supply needs and manage mail, packages, voicemails, and deliveries. 
• Coordinate meetings and communications across corporate offices, including scheduling in Outlook, managing Zoom channels, and arranging catering or setup as needed.
• Support office initiatives such as redesigns, relocations, and process improvements in collaboration with leadership.

Office Management & Security

• Manage office budgets, including ordering supplies, processing invoices and purchase orders, and maintaining organized records of vendor contracts and expenses with minimal to no oversight.
• Serve as the primary contact for vendors, contractors, and service providers, ensuring quality performance, adherence to standards, and timely issue resolution.  Provide critical insights on selection of vendors and third parties subject to managerial approval.
• Partner with Facilities and Building Management to submit, track, and follow up on maintenance work orders, access needs, and service requests.
• Maintain office security and access controls, auditing systems regularly to support onboarding, offboarding, and compliance best practices.
• Partner with safety team and committee to develop and maintain safety procedures in the office, such as mandatory evacuation drills, safety training, safety binders and policies, etc.

Events & Engagement

• Plan and execute events that promote connection, recognition, and inclusion across corporate offices and company-wide with minimal oversight.
• Coordinate logistics and resources for leadership meetings, trainings, and company gatherings to ensure seamless execution with minimal oversight.
• Oversee corporate onboarding and offboarding processes in partnership with HR, IT, and leaders to deliver a positive associate experience.
• Collaborate with Talent and Culture and Office Services teams to enhance processes, drive efficiency, and continuously improve the workplace experience.

Other duties as assigned.

WHAT YOU WILL NEED:

• High School diploma.
• 3+ years of related professional experience in Office Services, Office Management, Customer Service, Human Resources, or a related field.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Zoom.
• Ability to manage multiple priorities in a fast-paced environment while maintaining accuracy and detail.
• Strong interpersonal skills with the ability to build effective relationships across all levels of the organization.

WHAT THE JOB REQUIRES:

• Work is primarily conducted in an office setting, requiring extended periods at a desk or workstation and regular use of standard office equipment such as computers, phones, and printers.
• Requires the ability to work Monday through Friday. Entails in-person office requirements located at Essex's corporate office in San Mateo.
• Minimal travel may be required for occasional meetings, training, or conferences.
• Ability to move and lift boxes of supplies and carts.

WHAT YOU WILL BRING TO THE TABLE:

• A proactive, solutions-oriented mindset with a passion for enhancing the associate experience.
• Ability to solve problems and regularly utilize independent judgement in matters of significance, including but not limited to managing office operations and budget, with minimal oversight.
• Commitment to fostering a collaborative, inclusive, and engaging workplace culture.
• Strong organizational and project management skills.
• Adaptability and resilience in the face of changing priorities and business needs.
• Dependable, approachable, and take pride in creating a polished, well-functioning work environment.
• Thrive in a fast-paced professional environment, and understand that small details make a big difference in creating an exceptional associate experience.

#LI-OnsiteAll full-time regular associates are offered competitive salaries, experience career growth, and are eligible for benefit packages that include medical, dental, vision, paid parental leave, 401k employer match, excellence rewards, wellness programs, and much more. With our 12 paid holidays and 15 PTO days, work/life balance is a priority! Additionally, most positions are eligible for a housing discount of 20%.

Essex provides great communities in which to live, work and invest. We are a purpose-driven company, and we pride ourselves on promoting an internal culture of growth and opportunity by engaging, enabling, and empowering our teams. Working at Essex is not a destination. It is a journey where you can confidently build your career.

The pay range for this position is $88,000.00 - $125,000.00 per year. New hires generally start between $88,000.00 - $106,000.00 per year. The final salary offer will be determined after reviewing relevant factors, including but not limited to skill sets; relevant experience; internal equity; and other business and organizational needs.

This role is also eligible to participate in Essex’s discretionary Annual Bonus program that is commensurate with the level of the position.