Office and Conference Center Manager

KFF KFF is the leading health policy organization in the U.S. As a one-of-a-kind information organization, we bring together substantial capabilities in policy research, polling, and journalism in one organization to meet the need for a trusted, independent source of information on national health issues—one with the scope and reach to be a counterweight to health care’s vested interests and a voice for people. We have three major program areas: policy analysis, polling, and journalism.   KFF is not a foundation and has no connection to Kaiser Permanente. Legally, we are a public charity (an endowed national nonprofit organization). We are headquartered in San Francisco with a building in Washington, DC, conference centers in both offices, and staff members in almost every state.   The Team The San Francisco Operations team handles the day‐to‐day operations and administration of the San Francisco office, conference center, and facilities.   Your Role KFF is seeking an Office and Conference Center Manager to work in the company's headquarters. Working closely with KFF’s Chief Operating Officer and Operations Coordinator, the Office and Conference Center Manager has a diverse scope of administrative responsibilities and is an essential contributor to the daily operations of KFF’s San Francisco's office and meeting facilities. This job requires exceptional organizational and time management skills and the ability to move regularly throughout the office. The candidate must have the ability to comfortably and professionally interact with executives, staff, and guests.   What You’ll Do Operations and Facilities (70%) - Manage operations and facilities for KFF’s San Francisco Headquarters office. - Manage relationships with property management, contractors, and vendors while coordinating and overseeing building maintenance, repairs, and upgrades in a timely and efficient manner. - regular inspections of the KFF facility to monitor repairs, maintenance, safety, and cleaning activities. - Serve as the primary point of contact for the San Francisco Department of Public Health (SFDPH) and San Francisco Fire Department (SFFD) to manage health and safety inspections, catering kitchen compliance, and Place of Assembly permits. Oversee building emergency and safety programs, including the RAVE emergency notification system, AED program with the American Red Cross, fire and emergency evacuation drills, staff presentations and education, and maintain related supplies. - Oversee requisition of office supplies, KFF letterhead, business cards, and equipment, as well as services for office and equipment repairs, including management of service contracts. Review and approve invoices for payment. - Review budget with Accounting Manager quarterly. - Oversee the maintenance and operation of the common workroom, fitness center, conference rooms, kitchen, storage areas and pantries, and offices. - Oversee the onboarding of new hires with office orientation that includes issuing security access cards, the dog policy, and bike room access, as applicable. - Work with COO in developing, managing, evaluating, and revising SF office procedures and policies, as needed. - Supervise Operations Coordinator and occasional temporary staff. - Answer office phones, coordinate food orders, and food deliveries as needed. - Maintain inventory storage areas. Conference Center Operations (30%) - Respond to internal and external event requests ranging from department meetings to high-profile events from initial request to completion, while consistently maintaining positive public relations. - Work with Senior Vice President of Strategic Engagement to identify external organizations that would qualify to use KFF’s facilities. - Work with the Senior Vice President of Strategic Engagement to evaluate conference center reservation requests from external groups by researching the organization, board members, staff, and funding partners. - Work collaboratively with the support the planning, coordination, and execution of Board meetings and related activities. - Maintain the events calendar spreadsheet, including the conference center and Huddle room reservations. - Ensure external groups submit a Certificate of Insurance and a signed conference center agreement before their scheduled event. - Work closely with external groups on security for high-profile groups, management of outside vendors and/or suppliers, and consultants as required to ensure successful execution. - Determine event set-up requirements and schedule resources to execute set-up. Coordinate requirements with relevant staff, which include furnishings, audiovisual equipment, food, beverages, and printed/graphic materials. - Schedule pre-event walkthroughs and provide day-of support. - Give tours of the facility and share facility descriptions and policies for use. - Work with KFF Communications team to update conference center collateral and information on company website. - Schedule deliveries and access with property management for catering and rental deliveries. - Schedule and conduct emergency evacuation training annually for the entire SF office. Minimum Desired Qualifications, Skills and Experience: - Experience and high proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook). - Candidates should be proactive, flexible, driven, and have demonstrated the ability to work well independently as well as in a collaborative environment. - Demonstrated experience managing a high volume of work and the ability to function proficiently in a demanding environment, with the ability to organize an assorted and diverse workload while maintaining set priorities. - Ability to multi-task while remaining positive and productive in demanding situations. - Ability and flexibility to adjust to changing priorities with continued attention to detail and timelines. - Superior communication and people skills to deal with KFF staff and Board Members, government officials, press, media, and people at all levels in other organizations. - Ability to foster a collaborative work environment by working effectively across departments with professionalism, flexibility, and a service-oriented mindset. - Ability to use good judgment when handling requests and problems. - Must be able to work flexible hours when events or office-related tasks require supervision outside of normal business hours. - Professional image is essential to this position.   The preceding position description has been designed to indicate the general nature and level of work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.   This full-time position will be based in KFF’s San Francisco headquarters and requires working in the office Monday through Thursday, from 8:30 AM until 5:00 PM (4 days a week), with Friday as a work from home option. In office presence on Fridays is required only when an internal or external event takes place.   Compensation Salary is competitive and commensurate with experience and qualifications. Compensation includes an outstanding benefits package equivalent in value to approximately fifty percent of base salary including a generous and immediately vested defined contribution plan and zero-premium health coverage.   The annual salary range for the Operations and Conference Center Manager position is between $115,000 and $125,000. Our job titles and salary ranges may span more than one career level, and the salary offered to a candidate will be determined based on factors such as the scope and responsibilities of the position, job-related knowledge and skill set, depth of experience, certifications and/or degrees, and our practice of upholding salary equity within the organization.    How to Apply If this position is of interest to you, and you have the requisite experience and qualifications, please click the button to apply.   KFF has an efficient applicant review process and will contact candidates who have applied for this position and whose qualifications most closely fit the criteria for the job. No phone inquiries please.   Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.   Inclusion Statement KFF is an Equal Employment Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, age, disability or protected veteran status, or any other characteristic protected by law.