Office Manager

The posting

We’re an innovative multidisciplinary firm of environmental design consultants, building services engineers and lighting designers focused on delivering high-quality, award-winning building services and sustainable design within the built environment sector.

Who are we?

Thank you for asking! Kindness and curiosity are some of Atelier Ten’s tenets.

We’re an international environmental design consultancy creating high-performance, sustainable, award-winning buildings that give back to the wider environment, don’t waste resources, and make people feel good. Atelier Ten’s projects range from offices and labs to multifamily residential to large scale masterplans. Atelier Ten is a member company of Surbana Jurong (“SJ”), a global urban, infrastructure and managed services consulting firm based in more than 120 offices across 40 countries.

What is this role on a high level?

Let’s take a moment to see the overview of the role before we get into the nitty gritty. We are looking for someone to fill our part-time Office Manager role in our San Francisco office. The Office Manager oversees the efficient operations of our 6,000 square foot office in Union Square, helps build and maintain the collaborative and fun work environment, and is responsible for ensuring our staff have a great place to work in a very hands-on capacity. Although we’re slightly biased, we believe this is an excellent opportunity to work alongside a terrific group of people and be a critical part of a small but mighty administrative team. This is a part-time, in-office role and the selected candidate will be expected to work onsite Tuesday through Thursday, from 9 AM to 5 PM.

What your day-to-day looks like

Days at A10 are constantly changing and we promise to keep you engaged, challenged, and never bored. Here are some regular tasks you will bounce between:

• Liaise with cleaning staff, maintenance vendors, the IT team, and building management to ensure a clean, and well-functioning office (including conference rooms, furniture, employee desks, appliances, etc.)
• Act as a receptionist for the office and provide a friendly, welcoming atmosphere to both local and visiting staff as well as visitors
• Maintain adequate office supplies, snacks, and beverages for employees including regular grocery, catered food, and other vendor orders
• Answer, forward, and screen phone calls, and distribute mail and packages.
• Handle the scheduling, logistics, and execution of business meetings and employee teambuilding events, wellbeing activities, staff promotion/life event celebrations, etc.
• Oversee the office layout by coordinating new staff seating assignments, existing staff desk relocation, and maintaining an up-to-date staff seating chart in conjunction with the recruiting and IT teams
• Coordinate local recruiting needs including reviewing resumes, conducting initial phone screens, scheduling job interviews, initiating reference checks, sending offer letter packages, and onboarding new hires
• Assist in managing local People and Culture/Human Resources matters including new employee orientation, onboarding and learning and development.
• Understand and oversee office policies and processes while working on ways to improve them
• Execute administrative procedures including timesheet and expense reporting, electronic filing of paperwork on servers, local office budgeting, and training
• Serve as the on-site point person for IT support, including new employee laptop setup, troubleshooting local hardware/software issues, coordinating with external IT vendors, and maintaining server room organization and equipment.
• Build trust and rapport with employees through timely responses to inquiries and support requests
• Provide administrative support to senior staff when needed

What we are looking for

Hopefully you’re on board so far and excited about what your days at Atelier Ten will look like. We do have a few items on our wish list for you to become the next great “A10”er. We are looking for someone who is detail oriented, proactive, and self-motivated with an appreciation and willingness to learn a variety of tasks. If we’re not pushing our luck with asks, you ideally will possess:

• Willingness to roll up your sleeves and pitch in to help in any area of the business as well as being flexible with change
• The ability to promote yourself as being available and capable to help staff resolve any office-workplace related needs
• Comfortable assisting with basic IT tasks—such as new computer setups or hardware troubleshooting—under the remote guidance of our New York-based IT team
• The ownership to take “charge” of the office. Knowing what you can do on your own, where you need support and guidance from other staff, and when you need to hire business partners.
• General project management experience including planning, budgeting, logistics, deadlines, and documenting
• The skills to collaborate with office managers in other A10 offices to share ideas, obtain guidance, and ensure equivalent workplace standards
• Effective time, space, and task management
• Facilities management knowledge is a plus
• Excellent verbal and written communication with an ability to tailor communication style to diverse audiences
• Proficiency using standard office equipment, adapting and implementing HR/office policies, the Microsoft Office suite, and working with data and systems
• At least 1 – 2 years of work experience in an office manager or similar administrative role.
• The availability to work from the office three days a week (Tuesday-Thursday, 9AM to 5PM) and ideally the occasional flexibility to come into the office for a few hours on Monday and Friday as business needs arise.

What to expect from us?

• Competitive salary
• 100% paid medical, dental, and vision benefits
• Generous paid time off
• Emphasis on work life balance
• 401k matching program
• Highly engaged coworkers with a shared hunger for knowledge
• Mutual respect and support from colleagues and leadership
• Paid parental leave
• Paid life and disability insurance
• Paid volunteer time
• Pre-tax commuter benefits
• Annual professional development funds
• Freedom to contribute ideas and make a personal difference that is not always possible in a large corporate environment
• Really good high-fives

Atelier Ten US seeks to compensate staff based on a variety of factors related to the role and the candidate. These factors include (but not limited to) the responsibilities, requirements, and location of the position, as well as the candidate/s education, experience, knowledge, skills, and abilities. We also consider internal equity, market data, and growth potential. The good faith estimate of the base compensation offered for this part-time role is between $30,000 ($24.04 per hour) and $40,000 ($32.45 per hour). This range does not include the value of Atelier Ten’s many benefit offerings.

How to apply

Sadly, we no longer accept phone calls, award winning films, or interpretive dances as applications. Please apply using the following link to send us your resume and a cover letter so we can learn a bit about you (e.g., Why you’re in the market for a new job. What you do for fun. Your favorite vacation. Recent reads…)