join9am Part-Time Office Specialist at 9amHealth manages day-to-day office operations in Encinitas, CA. The role ensures a functional, welcoming workspace and coordinates facilities and mail processes.
Responsibilities
Keep the office running: Maintain supplies and shared spaces; regularly check that workstations and meeting rooms are functional, welcoming, and safe. Coordinate fixes when something isn’t working.
Build and maintain a reliable mail process: Collect and securely process mail on a consistent schedule, route items to the right owners, and follow up on time-sensitive items. Coordinate with Finance on checks and deposits; recommend improvements to the process as needed.
Own facilities end-to-end: Identify maintenance needs, arrange repairs, coordinate access for vendors, cleaners, and the property manager, and track issues through resolution. Obtain quotes and escalate costs or decisions that need approval.
Stay ahead of recurring needs: Keep a simple schedule for cleaning, supplies, waste collection, maintenance, and other repeat tasks. Document how work gets done so responsibilities and escalation paths are clear.
Be the POC for unexpected issues: Use sound judgment to arrange a prompt response to problems such as an AC breakdown or plumbing issue, while escalating significant spend or risk.
Support the onsite experience: Coordinate space, meeting-room availability, supplies, lunches, and other practical details ahead of team gatherings. Help make it easy for visiting and local teammates to connect.
Build simple processes: Document how recurring office needs are handled and identify ways to make them more efficient as the company grows.
Partner with IT on workplace logistics: Coordinate workspace and meeting-room needs with IT. IT owns devices, technical systems, and administration; this role is not responsible for device management or technical setup.
Provide occasional administrative support to the COO: Coordinate scheduling, book flights and hotels, and assist with occasional travel logistics and calendar updates.
Qualification
Comfortable creating simpleGrowth Opportunity
Required
1–2 years of experience in a start up setting independently running office, workplace, or facilities operations.
Bachelor’s degree preferred but not required.
Proactive approach to solving problems and managing day-to-day needs.
Comfortable working onsite and managing multiple priorities.
Strong communication skills and ability to work with employees, vendors, and cross-functional teams.
Strong organization and follow-through with vendors and the ability to solve practical problems without a detailed playbook.
Detail-oriented with the ability to coordinate and manage scheduling and travel arrangements accurately, handle changing priorities, and communicate proactively.
Good judgment about what to handle independently, what to recommend, and what to escalate.
An eye for what people will need onsite before they have to ask.
Comfortable creating simple, useful processes rather than waiting for perfect ones.
Growth Opportunity
This role is expected to grow with the company. As responsibilities expand, there may be an opportunity to move into a full-time role with broader ownership of workplace and employee experience initiatives.
