MalaceHR is seeking an experienced Facilities Manager to support daily facilities operations across multiple commercial office locations in the Redwood City and Palo Alto areas. This is a contract-only opportunity providing temporary coverage for an employee on paternity leave.

The ideal candidate will have a strong background in commercial facilities management, vendor coordination, building operations, and client relationship management. This position requires a hands-on, organized professional who can independently oversee daily operations, manage service providers, support financial reporting, and ensure facilities are operating safely and efficiently.

Work Locations

Primary Location:

2100 Seaport Blvd, Redwood City, CA 94063

Additional Locations:

181 Lytton Ave, Palo Alto, CA 94301
502 Emerson St, Palo Alto, CA 94301

This position requires working onsite five days per week, with travel between nearby locations as needed. Employee parking is available at the primary location. Parking expenses at additional locations are the employee's responsibility.

Key Responsibilities

Facilities Operations & Vendor Management

Oversee daily facilities operations across multiple commercial office locations.
Manage vendors and contractors supporting HVAC, electrical, mechanical, janitorial, and general building maintenance services.
Ensure all vendors comply with service agreements, safety requirements, and established operating procedures.
Monitor preventive maintenance programs, work orders, and service requests through CMMS platforms.
Conduct regular facility inspections to identify maintenance needs and ensure building systems are operating efficiently.
Coordinate repairs, maintenance activities, and operational improvements with internal teams and outside service providers.

Client Relations & Team Leadership

Serve as a primary point of contact for client representatives regarding facilities operations and service requests.
Build and maintain strong client relationships while ensuring service expectations and performance metrics are met.
Provide leadership and direction to onsite personnel and service providers.
Support employee onboarding, training, and performance management.
Coordinate with security, food services, fitness, and capital project teams to maintain smooth daily operations.

Financial & Administrative Management

Assist with annual operating budgets, quarterly forecasts, and monthly financial reporting.
Manage vendor purchase orders, invoices, and payment processing.
Monitor facility expenses and identify opportunities for operational cost savings.
Support vendor procurement, contract management, and sourcing activities.
Maintain accurate documentation, service records, and operational reports.

Workplace & Site Support

Coordinate office moves, workspace reconfigurations, and special events.
Oversee workplace services including reception, mailroom operations, and refreshments.
Ensure compliance with health, safety, environmental, and risk management policies.
Support short- and long-term facilities projects and process improvements.
Participate in an on-call rotation to respond to building emergencies outside normal business hours.

Required Qualifications

3+ years of experience in facilities management, building operations, or a related field.
Experience managing CMMS platforms and work order management systems.
Working knowledge of commercial building systems, including HVAC, mechanical, electrical, and general maintenance.
Experience coordinating vendors, contractors, and third-party service providers.
Ability to manage multiple facilities and prioritize competing operational needs.
Strong understanding of building safety procedures, compliance requirements, and preventive maintenance practices.
Experience reviewing vendor invoices, purchase orders, and operational expenses.
Strong organizational, communication, and problem-solving skills.
Proficiency with Microsoft Office and other reporting or facilities management applications.
Ability to work independently in a fast-paced, client-facing environment.
Flexibility to travel between assigned locations and provide on-call support as needed.

Preferred Qualifications

Bachelor's degree in Facilities Management, Business Administration, Engineering, or a related field, or equivalent professional experience.
Previous experience supporting corporate office campuses or Class A commercial properties.
Experience with operating budgets, quarterly forecasting, and financial reporting.
Familiarity with vendor procurement, contract negotiations, and sourcing processes.
Experience managing workplace services, office moves, and capital improvement projects.
Previous experience supervising facilities personnel or contracted service teams.
Strong customer service skills with experience supporting high-profile corporate clients.

Physical Requirements

Ability to walk facilities, inspect equipment, and access mechanical rooms and building support areas.
Comfortable working in office environments, mechanical spaces, and outdoor areas as needed.
Ability to occasionally lift or move materials and equipment associated with facilities operations.
Availability to respond to urgent maintenance issues or building emergencies outside standard working hours.