• Location
    • San Francisco
  • Date Posted
  • Jul. 7, 2021
  • Function
  • Operations
  • Sector
  • Business Applications

What we’re building

Pilot is a tech company building the bookkeeping firm you wish existed. We deliver books and a customer experience of unparalleled quality by automating the boring stuff and equipping a team of finance experts with software superpowers to deftly handle the rest.

The team

We are a small but passionate team of 200+ based in San Francisco and San Francisco. Pilot’s seasoned founding team has led companies through two prior successful startups and acquisitions (by Oracle and Dropbox). We give our employees a lot of responsibility and ownership of their work, and we hire people from a wide range of backgrounds and experience. Our team members operate with a high degree of empathy for our customers and each other.

The role

Objectives

  • Create a welcoming environment for Pilot’s San Francisco employees and visitors
  • Ensure the smooth running of Pilot’s San Francisco office
  • Identify efficiencies to improve office procedures and day-to-day operations

Duties and Responsibilities

Office Management

  • Maintain a productive work environment for Pilot’s San Francisco employees
  • Create a welcoming environment for new hires. Manage new hire desk setup
  • Organize and manage office operations and procedures; execute on all general office management duties
  • Provide in-office support ranging from ordering office snacks, managing catering, taking care of the mail, managing various office vendors, and greet/assist guests
  • Act as Pilot San Francisco’s cultural ambassador by recognizing employee birthdays, anniversaries, and other milestones
  • Plan and coordinate team outings
  • Manage employee communication on office protocol; address employee queries regarding office management issues
  • Support the update and maintenance of office policies as necessary
  • Support adherence to established Covid-19 access protocols
  • Be the point of contact for all office vendors and service providers
  • Order all office supplies; ensure that all items are invoiced and paid on time
  • Manage and distribute  in-coming and out-going office mail
  • Manage visitor access to building, including daily dog visitors
  • Manage office front desk;  provide general support to visitors
  • Assist in the onboarding of San Francisco new hires
  • Plan in-house and off-site activities, including happy hours, special office events and on-site meetings
  • Manage HR compliance postings on site
  • Manage and track expense budget for the San Francisco office according to Pilot’s expense budget protocol
  • Additional duties as assigned

Facilities Management

  • Act as project manager for all repairs, facilities projects, and office moves
  • Ensure the safety and cleanliness of the office
  • Oversee general office maintenance including:
  • Housekeeping management
  • Reporting on any power outages
  • Coordinating with the necessary maintenance vendors for any needed office repairs
  • Working with internal and external IT support to correct any Internet interruptions
  • Plant management
  • Managing the collection of office deliveries
  • Manage cleaning, catering, security services and other maintenance vendor relationships
  • Coordinate with IT on office equipment matters, including managing offboarding equipment stock
  • Work with IT to troubleshoot IT/AV issues
  • Support the development and management of keycard access protocol

Experience and Requirements

  • Minimum 5-8 years’ proven experience as an Office Manager required
  • Some knowledge of general facilities management responsibilities and procedures
  • Strong organizational and planning skills in a fast-paced environment
  • Strong analytical and critical thinking skills
  • Exceptional written and verbal communication skills
  • Strong technical abilities including experience with Gmail, Google Docs, Excel
  • A positive attitude and love for making teams happier and more efficient
  • Ability to operate in a fast-paced environment with moderate supervision
  • Comfortable wearing multiple hats like helping with marketing or recruiting

Benefits of working at Pilot

  • Medical, dental, and vision benefits
  • Holidays and flexible PTO
  • Paid family leave
  • Company sponsored 401(k) plan
  • Pre-tax commuter benefit