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Administration and Facilities Manager

The Manager of Administration and Facilities is responsible for administrative and facilities operations at the Internet Archive’s headquarters in San Francisco. This is a busy job that is best suited for a person with initiative, strong customer service skills and an interest in technology and social issues.



  • Management of administrative staff whose roles include: standard office functions (reception, phones, etc.), purchasing/procurement, user support for, basic management of office hardware/software, managing volunteer outreach programs, etc.
  • Manage our San Francisco office space: planning, organizing, moving, workstation setup, security, safety, kitchen inventory, supplies, schwag inventory, Internet Archive online store, manage external vendors and contractors.
  • Support headquarters team: welcome visitors, manage calendar, order meals, help IT, oversee shipping, help with videoconferencing and work with members regarding travel arrangements.
  • Responsible for all administration spending; petty cash and monthly credit card reconciliation.
  • Work with and define staffing needs for Development for their end of year fundraising campaign.
  • Coordinate donations - accept local small donations, assist Physical Archive director as requested with larger projects


  • Management and prioritization of the day to day activities of the janitorial and building maintenance staff.
  • Responsible for keeping an old historical building in working order.
  • Coordinate and oversee building repairs and maintenance for the Internet Archive Headquarters.
  • Ownership of general tidiness of interior space of Internet Archive headquarters.
  • Oversight of landscaping services.
  • Oversight of maintenance technicians working on electrical, mechanical and HVAC systems.
  • Working with the Physical Archive team, coordinate repairs, and special projects as assigned.
  • Working with the Foundation House building management, coordinate repairs, tenant intake/move-outs, and other special projects as assigned
  • Ensure compliance with all safety and security protocols including emergency preparedness procedures and drills.
  • Oversight of unique neighborhood issues, including interaction with local law enforcement and neighbors.
  • Coordinate capital projects and new building projects.


  • Plan, collaborate and produce both small and large events at the Internet Archive – 1 or 2 per month.
  • Coordinating with the Development team, line produce 2 large events each year; permits, catering, tents, decorations, parking, logistics, staffing, volunteers etc.
  • Partner with other Archive members on blog posts, PR, print collateral, schwag for Archive events.
  • Oversee RFPs and manage vendors for special events.
  • Oversight of set-up/breakdown and ordering of Friday lunches.


  • 3-5 years as an Office Manager/Facility Manager/Events Manager or other relevant management skills.
  • Ability to follow procedures and/or create and refine procedures when one doesn’t already exist.
  • Demonstrated leadership skills with an enthusiastic and positive approach to your work environment.
  • Impeccable verbal and written communication skills.
  • Excellent project management skills with an ability to take on a diversity of projects and requests that come rapid-fire.
  • Detail oriented, able to take direction, and willing to take on any challenge.
  • Ability to cope and thrive in an environment that has many unique voices and perspectives, not easily upset by criticism, unflappable.
  • Background in dealing with the public and promoting an excellent customer service experience.
  • Technical aptitude: comfortable learning new tools and technology.
  • Technical skills: confident with OSX, Google Docs, Google Calendar, standard contact management apps.
  • Bachelors degree or equivalent preferred.


The Internet Archive provides a comprehensive benefits package including; PTO, paid holidays, medical, dental, vision, FSA, commuter, STD, LTD, 403B/Roth accounts and Friday lunches at IA HQ.

Internet Archive is an Equal Opportunity Employer M/F/D/V/L/G/B/T/Q and will consider for employment, qualified applicants with criminal histories in a manner consistent with the requirements of the Fair Chance Ordinance.

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