Apex Systems is hiring: Office Manager in San Jose

Job Title

Office Manager (Facility Manager & Executive Assistant)

Company

Apex Systems

Location

San Jose, CA

Engagement

12+ month contract (potential for FTE conversion). Onsite required 3-5 days per week.

Overview

Dual-role position combining executive administrative support with facility management responsibilities. Manages building operations, maintenance, and safety while providing high-level administrative assistance to senior executives. Requires exceptional organizational skills and ability to prioritize multiple responsibilities.

Executive Assistant Responsibilities

• Manage executive calendars, scheduling meetings and appointments
• Coordinate travel arrangements including flights, hotels, and itineraries
• Prepare correspondence, reports, and presentations
• Handle confidential information with discretion and professionalism
• Organize and coordinate meetings, conferences, and corporate events
• Assist with special projects and strategic initiatives
• Serve as liaison between executives and internal/external stakeholders
• Handle expense reports and administrative tasks

Facility Management Responsibilities

• Coordinate maintenance schedules and manage vendor relationships for electrical, network, security, or other facility operations
• Ensure compliance with health, safety, and building regulations
• Manage facility budgets and track operational expenses
• Handle space planning, office layouts, and workplace optimization
• Maintain facility records, inspection logs, and compliance documentation
• Respond to facility emergencies and coordinate urgent repairs
• Plan office moves, renovations, and facility improvement projects

Required Qualifications

• Bachelor’s degree in business administration, facility management, or related field
• 5+ years combined experience in facility management and executive support roles
• Strong knowledge of building systems and maintenance operations
• Proven experience supporting C-level executives
• Excellent organizational and multitasking abilities
• Superior written and verbal communication skills
• Proficiency in Microsoft Office Suite and facility management software
• Ability to handle confidential information with integrity
• Strong problem-solving skills and attention to detail

Preferred Qualifications

• Professional certifications in facility management or administrative support
• Experience with project management and event planning
• Knowledge of building codes and safety regulations
• Previous experience in corporate environments
• Bilingual capabilities

Key Competencies

• Exceptional time management and prioritization skills
• Ability to work independently with minimal supervision
• Strong interpersonal skills and professional demeanor
• Flexibility to handle both strategic and operational tasks
• Crisis management and emergency response capabilities

Apex Systems is an equal opportunity employer. We do not discriminate or allow discrimination on the basis of protected characteristics. We will consider qualified applicants with criminal histories in a manner consistent with applicable law.