Facilities Manager - ZipRecruiter : Job Details

Job DescriptionJob DescriptionSalary:

Position Summary: Brightline is seeking a highly organized, proactive, and detail-oriented Office Manager to oversee all administrative, logistical, and facilities-related operations for our office. This full-time, in-person role ensures smooth day-to-day operations, optimal working conditions, efficient resource management, and support for internal and external logistics.

Key Responsibilities:

Office & Facility Operations:

• Serve as the primary point of contact for all administrative functions.

• Provide general administrative support to company leadership, including meeting coordination and correspondence.

• Liaise with external facility management for space access, maintenance, and compliance with site protocols.

• Ensure all physical spaces are safe, clean, and in proper working condition.

• Coordinate repairs, preventative maintenance, and adherence to safety requirements.

• Oversee physical security, including access and coordination with building security.

• Monitor office supplies and order/replace items as needed.

• Handle all in-office purchases, including office supplies, IT equipment, software licenses, office furniture, and peripherals.

• Ensure all purchases comply with company procurement guidelines and are accurately documented.

• Manage visitor logistics, including workspace setup, guest access, and hospitality.

• Oversee shipping and receiving of all items for internal use and customer delivery, including tracking and documentation.

Asset, Inventory & IT Coordination:

• Maintain and audit inventory of all office assets, including hardware, software, and peripherals.

• Track and manage hardware/software assignments and returns during onboarding and offboarding.

• Administer and track software licenses, subscriptions, cloud usage, and seat management.

• Coordinate account provisioning during onboarding and ensure timely deprovisioning during offboarding or role transitions.

• Provide remote assistance for Microsoft Office 365 and manage user access

• Coordinate with IT support teams for system setup, device imaging, and account activation or removal.

• Maintain and support internal tracking systems to monitor equipment use and hardware health.

• Conduct hardware buildout planning through market and technical research, in collaboration with technical leads.

• Offer strategic input on hardware acquisition and lifecycle planning.

• Support on-site hardware installation or deployment as needed.

Financial Management & Reporting:

• Develop and manage the office budget, covering hardware, software, cloud costs, furniture, supplies, and general operations.

• Maintain accurate documentation of purchases, software licenses, and office contracts for compliance and budgeting.

• Track and report on weekly and monthly office expenses and IT costs to ensure fiscal oversight and recommend cost-savings measures.

Additional Responsibilities:

• Maintain relationships with facilities management and vendors to ensure quality service delivery.

• Ensure compliance with health, safety, and workplace regulations.

• Foster a professional and welcoming office environment.

• Proactively identify operational gaps and implement improvements.

Education:Bachelors degree in Business Administration, Information Technology, Operations Management, or a related field .

Experience: 35 years of experience in IT administration, operations, or logistics coordination. Proven track record of managing hardware/software assets and organizational workflows. Experience supporting distributed or hybrid teams across multiple locations.

Required Skills:

• Strong knowledge of Microsoft Office 365 administration and user management.

• Familiarity with hardware sourcing, buildout planning, and inventory systems.

• Basic understanding of IT support, tracking platforms, and remote assistance software.

• Basic Networking Knowledge: Understanding of networking hardware (routers, switches, access points) and how to support small-scale infrastructure rollouts.

• IT Compliance Awareness: Knowledge of TAA/NDAA compliance and IT security protocols relevant to hardware selection and deployment.

• Audio/Visual Setup Knowledge: Understanding of conference room setups, video capture hardware, or podcasting equipment.

• Familiarity with Asset Management Systems: Experience using digital tools to manage IT and hardware inventory over time.

What We Offer: Competitive salary and benefits package. Hands-On Experience in Spatial Computing and AI. Dynamic, Innovative Team Culture.