Lead – Administration & Workspace

San Mateo · USD 105,500-120,000 · Onsite · Posted Oct 10, 2026

At a glance

The Administration and Workspace Lead will own the day-to-day facilities operations and office administration for the San Mateo, CA office.
This hands-on role involves coordinating service providers, managing office budgets, and ensuring a safe, well-maintained environment for employees.
The lead will serve as the primary local contact for workplace matters, partnering with global teams including HR, IT, Finance, and Procurement.

Lead daily office operations, conducting regular walkthroughs and maintaining an action tracker for repairs and service issues.
Coordinate preventive maintenance and repairs with building management and vendors for facilities, furniture, and office equipment.
Manage office supplies, stationery, and pantry inventory through regular checks and reorder tracking.
Serve as the local point of contact for vendors supporting cleaning, catering, security, and transportation.
Obtain and compare quotes, coordinate vendor onboarding, and ensure signed agreements are in place.
Prepare monthly office expense reports, track spending against budgets, and reconcile credit card transactions.
Manage employee meal arrangements, including headcount planning, dietary requirements, and vendor coordination.
Assist with local travel arrangements and plan employee engagement activities.
Coordinate safety and emergency readiness, including fire drills, evacuation plans, and first-aid kit maintenance.
Partner with HR and IT to support new hire onboarding and departing employee offboarding processes.

Bachelor’s degree or equivalent qualification.
5+ years of relevant experience in office administration, workplace operations, facilities management, or hospitality.
Experience independently managing office services and coordinating multiple vendors.
Hands-on experience with expense tracking, invoice documentation, budgets, contract administration, and employee service requests.
Solid working knowledge of Microsoft Excel, Word, and PowerPoint.
Strong written and verbal English communication skills.
Ability to provide on-site office support and flexibility for emergency coverage.

MBA or qualification in hospitality, facilities management, or business administration.
Prior lead or supervisory experience.
Experience supporting a US corporate office, including working with local vendors and building management.