Facilities Manager

2 Months ago • 3-5 Years

Facility Management

Job Description

Brightline is seeking a highly organized, proactive, and detail-oriented Office Manager to oversee all administrative, logistical, and facilities-related operations for their office. This full-time, in-person role ensures smooth day-to-day operations, optimal working conditions, efficient resource management, and support for internal and external logistics. Responsibilities include managing office and facility operations, serving as the primary point of contact for administrative functions, coordinating with external facility management, ensuring safe and well-maintained physical spaces, overseeing security, managing office supplies and purchases, handling visitor logistics, and overseeing shipping and receiving. The role also involves asset, inventory, and IT coordination, including maintaining asset inventory, tracking hardware/software, administering software licenses, coordinating account provisioning, providing remote assistance for Microsoft Office 365, and supporting IT setup. Financial management and reporting are also key, involving budget development and management, maintaining purchase documentation, and tracking expenses. Additional responsibilities include vendor management, ensuring compliance with regulations, fostering a positive office environment, and implementing operational improvements.

Good To Have:

Bachelor’s degree in Business Administration, IT, or Operations Management.

Must Have:

Strong knowledge of Microsoft Office 365 administration.
Familiarity with hardware sourcing and inventory systems.
Basic understanding of IT support and tracking platforms.
Basic networking knowledge.
IT compliance awareness.
Audio/Visual setup knowledge.
Familiarity with Asset Management Systems.

Perks:

Competitive salary and benefits package.
Hands-On Experience in Spatial Computing and AI.
Dynamic, Innovative Team Culture.

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Position Summary: Brightline is seeking a highly organized, proactive, and detail-oriented Office Manager to oversee all administrative, logistical, and facilities-related operations for our office. This full-time, in-person role ensures smooth day-to-day operations, optimal working conditions, efficient resource management, and support for internal and external logistics.

Key Responsibilities:

Office & Facility Operations:

Serve as the primary point of contact for all administrative functions.

Provide general administrative support to company leadership, including meeting coordination and correspondence.

Liaise with external facility management for space access, maintenance, and compliance with site protocols.

Ensure all physical spaces are safe, clean, and in proper working condition.

Coordinate repairs, preventative maintenance, and adherence to safety requirements.

Oversee physical security, including access and coordination with building security.

Monitor office supplies and order/replace items as needed.

Handle all in-office purchases, including office supplies, IT equipment, software licenses, office furniture, and peripherals.

Ensure all purchases comply with company procurement guidelines and are accurately documented.

Manage visitor logistics, including workspace setup, guest access, and hospitality.

Oversee shipping and receiving of all items for internal use and customer delivery, including tracking and documentation.

Asset, Inventory & IT Coordination:

Maintain and audit inventory of all office assets, including hardware, software, and peripherals.

Track and manage hardware/software assignments and returns during onboarding and offboarding.

Administer and track software licenses, subscriptions, cloud usage, and seat management.

Coordinate account provisioning during onboarding and ensure timely deprovisioning during offboarding or role transitions.

Provide remote assistance for Microsoft Office 365 and manage user access

Coordinate with IT support teams for system setup, device imaging, and account activation or removal.

Maintain and support internal tracking systems to monitor equipment use and hardware health.

Conduct hardware buildout planning through market and technical research, in collaboration with technical leads.

Offer strategic input on hardware acquisition and lifecycle planning.

Support on-site hardware installation or deployment as needed.

Financial Management & Reporting:

Develop and manage the office budget, covering hardware, software, cloud costs, furniture, supplies, and general operations.

Maintain accurate documentation of purchases, software licenses, and office contracts for compliance and budgeting.

Track and report on weekly and monthly office expenses and IT costs to ensure fiscal oversight and recommend cost-savings measures.

Additional Responsibilities:

Maintain relationships with facilities management and vendors to ensure quality service delivery.

Ensure compliance with health, safety, and workplace regulations.

Foster a professional and welcoming office environment.

Proactively identify operational gaps and implement improvements.

Education:
Bachelor’s degree in Business Administration, Information Technology, Operations Management, or a related field preferred.

Experience: 3–5 years of experience in IT administration, operations, or logistics coordination. Proven track record of managing hardware/software assets and organizational workflows. Experience supporting distributed or hybrid teams across multiple locations.

Required Skills:

Strong knowledge of Microsoft Office 365 administration and user management.

Familiarity with hardware sourcing, buildout planning, and inventory systems.

Basic understanding of IT support, tracking platforms, and remote assistance software.

Basic Networking Knowledge: Understanding of networking hardware (routers, switches, access points) and how to support small-scale infrastructure rollouts.