Facilities Office Manager at downtown non-profit (temp to hire) (downtown / civic / van ness)

Our client, A nonprofit housing agency is looking to fulfill the need for a full-time temp to hire Facilities Office Manager based out of the San Francisco office. The assignment is expected to last at least twelve weeks prior to converting direct hire. The position reports onsite five days a week. Employment type: Full Time Temp to hire | M-F | 8am – 5pm PT Pay Rate: $37.00 / Hour (While Temping) Salary: 75,000 – 90,000 / Annually DOE (+ Full Benefits) Responsibilities: Schedule and track preventative maintenance for building systems (e.g., boiler, HVAC, elevator, fire alarm, sprinklers, ductwork, sewer lines) Maintain and update turnover progress in SharePoint database for vacant units Monitor aging reports for unit turnover and work orders, ensuring timely completion and compliance with department standards Coordinate with staff and vendors to resolve maintenance issues and emergencies promptly Source tools, materials, and resources to enhance department productivity and efficiency Evaluate and improve departmental processes; implement control procedures to ensure timely and complete execution Draft and update workplace policies Manage contracted work, including solicit vendor and service quotes. Ensuring quotes include all scopes of work and details required. Working with internal leadership on decision and approval Coordinate with vendor and Facilities Manager to schedule the exact timeline/timeframe of projects. Coordinate with Finance team on payment of required deposits and progress/ final payment of projects Manage facility budgets, control expenses, and recommend capital improvement projects Maintain inventory and place orders for maintenance supplies, equipment, and unit furnishings Monitor after-hours email reports, document issues systematically for trend analysis by topic or location Research, implement, and train staff on new software solutions to improve departmental efficiency and consistency Develop standardized document templates to support consistent and effective communication across departments Manage all building plans including, inventory/save in organized manner the physical and digitalized versions for each building, obtain any missing physical ones from the landlord and/or DBI, coordinate digitizing plan and gather/input unit square footage for each unit that is missing that data Monitor and coordinate with Facilities and Building Managers to ensure timely and thorough resolution of DBI violation notices Coordinate annual, monthly, and ad-hoc building inspections, ensuring they are conducted by a manager not responsible for the building’s daily operations Perform building inspections to verify compliance and maintain facility standards Review inspection findings to identify issues requiring corrective action; schedule and follow up with the Facilities Manager to ensure timely resolution based on issue severity Coordinate all the department and vendor work to inspect and complete needed paperwork so buildings system permits are current: elevator, fire alarm, fire sprinkler, boiler, fire escape, etc. Coordinate needed work and complete paperwork so that San Francisco self-certification affidavits (604 Structure) are completed and submitted timely every 5-year basis Research and implement master key software Develop and implement proper evacuation plans and guidelines consistent with organization standards and leadership approval Qualifications: Qualified candidates should possess at least three years in office services, operations or facilities-related roles. A high school diploma (minimum). Proficiency in MS Office (Outlook, Excel, PowerPoint) and SharePoint. Technical abilities in facilities management software and ability to read and interpret building blueprints. Must possess strong professionalism, organization and time management skills. Ability to maintain multiple projects, deadlines and evolving business needs with composure. A proactive, positive and team-oriented candidate is highly desired in this role. We are a Bay Area, CA based staffing and recruiting firm assisting our client with this Temp to Hire need. Please respond with your updated WordDoc resume and contact information—Thank you! Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records. Job Type: Temp to Hire