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Office Manager

Office Manager

TEF DesignSan Francisco, CA, United States
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Located in San Francisco, TEF Design (TEF) is an award-winning architecture and interior design practice committed to empowering community through design. Our staff of 50+ integrates research, technology, and robust processes to create caring and responsible design solutions that deepen human connection and advance the mission of our clients. Our diverse portfolio encompasses placemaking for education, healthcare, workplace, culture / recreation, and infrastructure. Our practice ethos is collaborative and friendly, and we prioritize belonging and work-life balance. We also support career development with an internal mentorship program, encourage community engagement outside of the office, and offer diverse opportunities that align with individual passions, skills, and interests.

TEF is seeking a highly organized and proactive Office Manager to oversee the daily operations of our office. The ideal candidate will be a multifaceted individual capable of managing various administrative, IT, and facility-related tasks, ensuring a smooth and efficient work environment. This individual is also responsible for fostering a warm and welcoming atmosphere for both employees and visitors.

Responsibilities : Facilities -

  • Monitor doors and grant entry to visitors and deliveries.
  • Send, receive, distribute, and arrange package pickups.
  • Oversee internal maintenance for air filters, bathrooms, and furniture as well as external maintenance of building and parking lot.
  • Manage Corodata and off-site storage.
  • Run and empty the dishwasher, make coffee, and clean up conference rooms.
  • Order office, kitchen, and janitorial supplies.
  • Negotiate contracts, lease renewals, and maintenance agreements for office equipment and repairs.
  • Collect data, prepare applications, facilitate renewals for various business certifications.
  • Run weekly administration team meetings.
  • Write and send office-wide communications and deliver announcements during weekly staff meetings.

IT Administration -

  • Track software licensing and purchase technology equipment.
  • Assist with AV and IT setup in conference rooms for meetings and events.
  • Administer internet contracts.
  • Work closely with third party IT Support and run bi-weekly IT team meetings.

    • Event Organizer -

  • Schedule, plan, and execute internal and external events and activities.
  • Confirm weekly presentations, set up, and clean up snacks.
  • Place weekly food orders for Monday morning breakfast, Principal lunches, and other office events.
  • Serve as the main point of contact for Lunch & Learn vendors : manage the waitlist, scheduling, communication with vendors, and lunch setup.
  • Track and reconcile the use of office petty cash.

    • Onboarding -

  • Assist with technology, IT, and culture onboarding with new hires.
  • Arrange desks / seating and conduct office tours.

    • Requirements :

  • Minimum of 3-5 years' experience with business office functions in operations, admin, hospitality, or events.
  • A systems thinker with high ownership, speed, and polish—high bar for details and follow-through.
  • People-first with a hospitality mindset; you elevate energy and keep calm under pressure.
  • Excellent oral and written communication.
  • Strong organization skills, as well as the ability to multitask.
  • Ability to hold confidential information at appropriate discretion.
  • Ability to work independently with minimal supervision.
  • Ability to pivot as needed and take on duties outside the normal scope of work.
  • Pro with Google Workspace; bonus for Mosaic / Slack. Comfortable with light vendor negotiation.
  • Able to be in the office and support occasional early / late event times.

    • Physical Requirements :

  • Ability to lift 20 pounds.
  • Sitting, standing, walking, computer and / or phone use up to 8 hours per day.

    • Employment Type : Full Time (40 hours / week)

    Location : Mon / Tues / Wed / Thurs in our San Francisco office, Fri remote

    Salary Range : $70,000 - $90,000 annually

    TEF is an equal opportunity employer. We offer competitive compensation, eligibility for annual performance-based bonus, comprehensive medical, dental, and vision benefits for employees and their eligible family members, a 401(k) program with employer matching, and voluntary insurance. We also provide competitive paid time off, paid holidays, and parental leave benefits.

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    Office Manager • San Francisco, CA, United States