Facilities Administrator (Event management)

FocusKPI is looking for a Facilities Administrator to join one of our clients, a high-tech SaaS company.

Work Location: Mountain View, CA
Duration: 6-month contract; On-site role (5 days a week)
Pay Range: $30/hr to $45/hr

Role & Responsibilities:

• Vendor Management

  • Manage service vendor agreements, including renewals and terminations for facility needs.
  • Conduct quality control checks for each vendor under your responsibility.
  • Perform RFP (Request for Proposal) and RFQ (Request for Quotation) processes as needed.
  • Review invoices to ensure all services received and amounts billed align with contract terms.
  • Handle vendor registrations and process purchase orders (POs) as required.
  • Collaborate with the purchasing, finance, and legal teams to lead contract negotiations and approvals.
  • Manage yearly budgets, maintain records, and analyze financial data.

• Cafeteria Management

  • Oversee cafeteria vendor contracts, including agreements, renewals, terminations, operations, invoices, subsidy policies, and food quality.
  • Work with HR and Finance teams to establish and update company policies as needed.
  • Plan and manage cafeteria and kitchen facility maintenance schedules, including equipment replacements.
  • Assist senior planner to manage yearly budgets for cafeteria operations.
  • Attend weekly cafeteria meetings to address operational concerns and improve service quality.

• Janitorial Service

  • Conduct regular site inspections to ensure cleanliness and maintenance standards are met.
  • Coordinate with the janitorial team for repairs, refills, utility tasks, and other maintenance needs.

• Breakroom management

  • Inspect the employee breakroom area regularly and coordinate with the facility team for furniture layout, repairs, rearrangements, or other maintenance needs.
  • Manage coffee and water service vendors, ensuring consistent and high-quality service.
  • Oversee and maintain appliances and recreational supplies in the breakroom to ensure functionality and availability.

• Event Coordination

  • Plan campus-wide events for employee engagement, including budget approvals, planning, and execution.
  • Manage event requests from across the campus, confirm details, and coordinate with vendors for support.
  • Ensure proper setup and execution of events by collaborating with relevant teams.

• VIP Suite Management and VIP Support

  • Maintain inventory of VIP suite supplies and amenities to ensure availability for guests.
  • Coordinate reservations, approvals, setups, and support (IT/Security/Facility) for VIP suite usage.

• Administrative Tasks

  • Manage and maintain office supplies, including inventory tracking and ordering.
  • Monitor and respond to incoming requests via email and ticketing systems.
  • Draft and distribute announcements for the Facilities team as needed.
  • Update company guidelines managed by the team.

Experiences & Qualifications:

• Minimum 2 Years of Proven experience in operations, facility management, food facility management, or a related field in a corporate environment. 5-7 years of professional work experience overall. 
• Excellent Communication Skills: Strong oral and written communication abilities to interact effectively with vendors, internal teams, and stakeholders.
• Strong Vendor Management Experience: Demonstrated expertise in managing vendor relationships, contracts, and performance across various service areas.
• Attention to Detail and Organizational Skills: High level of precision and organizational capability to manage contracts, budgets, and operational details efficiently.
• Problem-Solving and Analytical Skills: Ability to identify issues, analyze data, and implement solutions to optimize vendor performance and operational efficiency.
• Great Work Ethic: Commitment to delivering high-quality work and maintaining professionalism in all responsibilities.
• On-Site Presence: Availability for 5 days on-site to oversee operations and ensure seamless coordination with teams and vendors.
• Microsoft Office and any software in a corporate environment. 
• High School Diploma or equivalent

Thank you!

FocusKPI Hiring Team

Founded in 2010, FocusKPI, Inc. (FocusKPI) is a data science and technology firm specializing in predictive analytics practice and methodologies. FocusKPI is a US company headquartered in Silicon Valley, California, with an East Coast office in Boston, Massachusetts.

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