Job Title: Office and Building Manager (OBM)
Location: Austin, TX 78705
Reports To: Vice President
FLSA Status: Non-Exempt
Salary Range: $65k-$75k, commensurate with experience
SUMMARY:
The Office and Building Manager (OBM) provides high-level general office operations, ensuring the effective functioning of the Foundation’s Austin-based headquarters. The role blends office and facilities management, and administrative support to the program team.
The OBM serves as the primary point of contact for the Foundation, liaison for office needs and logistics, and oversees operational aspects of the Foundation’s owned office space. This includes building maintenance, coordination with contractors and vendors, managing compliance and safety standards, and overseeing ongoing use of the building by partner organizations. The OBM is integral to the smooth day-to-day functioning of the Foundation and must demonstrate initiative, professionalism, and organizational skill in a dynamic work environment.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
The Office and Building Manager (OBM) provides high-level general office operations, ensuring the effective functioning of the Foundation’s Austin-based headquarters. The role blends office and facilities management, and administrative support to the program team.
The OBM serves as the primary liaison for office needs and logistics and oversees operational aspects of the Foundation’s owned office space. This includes building maintenance, coordination with contractors and vendors, managing compliance and safety standards, and overseeing ongoing use of the building by partner organizations. The OBM is integral to the smooth day-to-day functioning of the Foundation and must demonstrate initiative, professionalism, and organizational skill in a dynamic work environment.
Office Management:
- Serve as the primary reception point of contact for the office, managing front desk operations and providing a warm, professional welcome and hospitality to all visitors.
- Ensure efficient office operations, including vendor management (IT, printer/copier, internet, phone, videoconference)
- Set up and manage AV/videoconferencing needs for meetings
- Maintain office supplies and inventory
- Maintain physical and digital filing systems, software subscriptions, and office equipment
- Track and manage office operations budget
- Maintain and update Operations Manual
- Support new employee onboarding in collaboration with HR provider
- Support employee offboarding in collaboration with HR provider and IT support
- Manage incoming/outgoing mail and deliveries
- Plan and coordinate the annual Foundation holiday party
- Coordinate office use by partner organizations
Building Management (Owner-Occupied Headquarters):
- Serve as primary liaison for building operations and maintenance
- Coordinate with property vendors and contractors (e.g., HVAC, janitorial, pest control, security)
- Arrange vendors to maintain building systems and respond to facilities-related issues
- Manage building access, key distribution, safety procedures, and compliance
- Monitor and schedule routine building maintenance and inspections
- Coordinate with vendors and advisors to support compliance with applicable safety, ADA, and OSHA compliance
- Maintain updated documentation and safety procedures
- Track building-related expenses and manage building expense budget, aligning with leadership team guidelines
- Provide information and recommendations to the Office Space Committee and implement approved decisions
Sub-Lease Management (Off-Site Office):
- Serve as point of contact for sub-lessee in off-site office space
- Coordinate shared services, utilities, or building access with sub-lessee
- Ensure sub-lessee compliance with lease terms, including coordination of rent payments
- Communicate and liaise between sub-lessee and primary landlord as needed to address problems or repairs
- Provide information and recommendations to the Office Space Committee and implement approved decisions
Administrative Support to Organization as Needed:
- Provide general administrative support to program staff
- Coordinate meeting logistics, catering, and conference room bookings (scheduling, venues, flights, hotels, restaurants, etc.)
- Assist with scheduling, travel arrangements, and other administrative needs
- Prepare and distribute meeting materials and take meeting minutes
- Support budgeting, document formatting, and other project needs
- Track and submit monthly credit card and expense reports
- Assist with data entry and data organization projects
- Manage meeting scheduling and technical support
This job description reflects the assignment of essential functions; it does not prescribe or restrict the tasks that may be assigned.
REQUIRED KNOWLEDGE, SKILLS & ABILITIES:
- 5 years office management and/or property management experience
- Previous experience working in an administrative capacity preferred
- Excellent written, oral communication, and interpersonal skills
- Knowledge of standard office practices and procedures
- Strong computer literacy and digital fluency, including proficiency with Microsoft 365, Zoom, Dropbox, and shared team workflow applications.
- Demonstrated ability to quickly learn and navigate new software applications, digital platforms, and cloud-based file management systems
- Experience using database software preferred
- Highly organized, ability to prioritize and juggle diverse tasks while maintaining attention to the details
- Proven ability to work well under pressure, take initiative, and be a creative problem-solver
- Good interpersonal skills, as this job requires frequent interaction with diverse individuals
- Knowledge of environmental issues preferred
SUCCESS FACTORS:
- Interest in and dedication to the Foundation’s mission
- Takes initiative and willing to pitch in when necessary
- Positive attitude, calm demeanor, and a good sense of humor
- Adaptable, flexible nature
- Ability to work both independently and collaboratively as part of a team
- Embraces a customer service mindset
- Strong communications and interpersonal skills
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is required to stand; walk; sit; use hands to finger, handle or feel; reach with hands and arm; climb stairs, balance; stoop, kneel, crouch, or crawl; talk or hear. The employee must occasionally lift and/or move up to 25 pounds. This position requires the frequent use of computer office software and databases. Specific vision abilities required by the job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
HOW TO APPLY:
To apply, please submit a cover letter and resume via email to [email protected] with the subject line " Office and Building Manager – [Your Name]".
Application Deadline: Applications will be reviewed on a rolling basis. For full consideration, please submit your materials as soon as possible. Position will remain open for 30 days or until filled.
Pay: $65,000.00 - $75,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
