Office Manager, San Francisco

Apollo.io is the leading go-to-market solution for revenue teams, trusted by over 500,000 companies and millions of users globally, from rapidly growing startups to some of the world's largest enterprises. Founded in 2015, the company is one of the fastest growing companies in SaaS, raising approximately $250 million to date and valued at $1.6 billion. Apollo.io provides sales and marketing teams with easy access to verified contact data for over 210 million B2B contacts and 35 million companies worldwide, along with tools to engage and convert these contacts in one unified platform. By helping revenue professionals find the most accurate contact information and automating the outreach process, Apollo.io turns prospects into customers. Apollo raised a series D in 2023 and is backed by top-tier investors, including Sequoia Capital, Bain Capital Ventures, and more, and counts the former President and COO of Hubspot, JD Sherman, among its board members.

About the Role

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.

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.

What You'll Do

Office Operations & Vendor Management

• 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.

Workplace Experience, Onboarding & Events

• 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.

Health, Safety & Compliance

• 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.

What Success Looks Like

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.

What You Bring

• 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.

Ideal Candidate Profile

You may be a strong fit if you are:

• Someone who sets a warm, professional tone for anyone entering the office.
• Proactive and solutions-focused, comfortable anticipating needs in a fast-paced, changing environment.
• Team-first: open to feedback, enjoys collaboration, and knows when to ask for support.
• Experienced working closely with Site Operations.
• Interested in team engagement, internal events, and office culture-building activities.
• Familiar with workplace safety guidelines and compliance considerations.
• Open to earning certifications such as First Aid, CPR, or OSHA basics, though none are required.
• Experienced with office moves and space planning.

We are AI Native

Apollo.io is an AI-native company built on a culture of continuous improvement. We’re on the front lines of driving productivity for our customers—and we expect the same mindset from our team. If you're energized by finding smarter, faster ways to get things done using AI and automation, you'll thrive here.

Why You’ll Love Working at Apollo

At Apollo, we’re driven by a shared mission: to help our customers unlock their full revenue potential. That’s why we take extreme ownership of our work, move with focus and urgency, and learn voraciously to stay ahead.

We invest deeply in your growth, ensuring you have the resources, support, and autonomy to own your role and make a real impact. Collaboration is at our core—we’re all for one, meaning you’ll have a team across departments ready to help you succeed. We encourage bold ideas and courageous action, giving you the freedom to experiment, take smart risks, and drive big wins.

If you’re looking for a place where your work matters, where you can push boundaries, and where your career can thrive—Apollo is the place for you. 

Learn more here!