Office Manager, Apollo.io

• The ideal candidate is proactive, detail oriented, and genuinely enjoys creating a great workplace experience. You are just as comfortable managing vendors and logistics as you are greeting a visitor with a warm welcome
• 3 to 5 years of experience in administrative, office management, workplace operations, hospitality, or facilities coordination roles
• Experience supporting an in-office team in a startup or corporate environment
• Organization: Strong organizational and time management skills, with the ability to juggle multiple requests at once
• Communication: Clear, friendly communication style, written and verbal, with a service-oriented, hospitality mindset
• Follow-through: Proven ability to follow processes, stay on top of logistical details, and own assigned responsibilities
• Vendor management: Working knowledge of vendor coordination, invoices, and budget review
• Comfortable using tools such as Google Workspace, Slack, calendar management software, and ticketing or help desk platforms
• Comfortable using AI tools to boost day-to-day productivity, such as drafting and summarizing, and able to critically assess AI-generated content
• Full-time, on-site availability in San Francisco, five days a week

Desirable

• Apollo is opening a new office in San Francisco, and we're looking for an Office Manager to own the day-to-day operations of the space. Reporting to the Chief of Staff, this person will make sure the office is safe, welcoming, and productive, from front-of-house hospitality to vendor coordination to onboarding logistics
• This role is about more than keeping the lights on. You will bring structure and follow-through to a growing office, working closely with the Chief of Staff, IT Team, and People Team to keep operations running smoothly as the team scales. You will set the tone for anyone who walks through the door, whether that is a new hire on day one or a visiting executive
• Support the day-to-day operations of the office environment to ensure it remains safe, welcoming, and productive
• Collaborate with the Chief of Staff to implement office policies, coordinate logistics, and support company initiatives
• Coordinate with building management and approved vendors, including maintenance, cleaning, snacks, and supplies, under guidance from the Chief of Staff
• Maintain inventory of office supplies and oversee restocking of all common areas
• Report and follow up on facility maintenance issues, working closely with building management and approved vendors. Obtain a minimum of three invoices or quotes per service, per policy
• Coordinate vendors and contractors end to end: schedule the work, follow through, and catch issues before they become visible problems
• Greet visitors and ensure a smooth check-in experience that reflects Apollo's brand and hospitality standards
• Manage badge and access administration, including access for visitors, card deactivation, and a monthly review of active access cards
• Own onsite onboarding activities and office onboarding logistics in collaboration with IT and People Ops, including welcome and orientation touchpoints
• Help coordinate in-office events, employee recognition moments, and team gatherings with direction from the Chief of Staff
• Maintain organization and daily presentation of communal spaces such as kitchens, conference rooms, and shared desks
• Assist in safety procedures and help coordinate office readiness, such as fire drills and ergonomic checks
• Ensure signage, office protocols, and emergency materials are maintained and up to date
• Act as a point of contact during minor incidents or office-related disruptions, escalating appropriately to building management and leadership
• Work closely with Apollo's safety and compliance stakeholders on any office-related safety requests
• In this role, success means:
• The office runs smoothly day to day, and issues are resolved before they become disruptions
• Vendors and building management are handled proactively, with clear documentation and cost discipline
• New hires have a welcoming first day, and visitors leave with a strong impression of Apollo
• The Chief of Staff, IT, and People Team all consider this person a reliable partner
• Office events and team moments feel organized and well executed
• Safety protocols and compliance requirements are consistently met