XL Construction · 1 month ago
Office Operations Lead
Milpitas, California
Full-time
Onsite
Mid, Senior Level
$88K/yr - $110K/yr
3+ years expXL Construction is a dynamic company seeking an Office Operations Lead to support key executives and ensure operational excellence across their Bay Area office locations. This role involves advanced administrative partnership, office oversight, and cross-functional coordination, along with regular front-desk coverage and operational task participation.
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Responsibilities
Manage and prioritize complex calendars for multiple leaders, ensuring alignment and clarity around competing priorities
Exercise sound judgment when evaluating requests and safeguarding executive time
Prepare and refine high-quality presentations, reports, and communications
Serve as a trusted liaison for internal and external stakeholders, maintaining confidentiality and professionalism at all times
Anticipate needs in fast-paced or ambiguous situations, providing thoughtful problem-solving and proactive support
Offer coverage and partnership to other executives and administrative colleagues as needed
Oversee daily operations for Oakland and support operational coordination for the Milpitas office to maintain environments aligned with XL’s culture and standards
Provide oversight, guidance, and support to the Milpitas Office Coordinator to ensure alignment with XL’s office standards and operational expectations
Manage budgets and financial tracking for office-related activities, procurement, and facilities expenses
Own the sourcing and procurement of supplies, equipment, and furnishings while ensuring cost effectiveness and vendor accountability
Develop, maintain, and promote office management SOPs to support consistency and operational discipline across sites
Lead space planning initiatives, workstation setups, office moves, and environment upgrades
Identify opportunities to improve systems, workflows, and user experience
Serve as the primary point of contact for building operations, facilities services, and maintenance partners
Coordinate repairs, safety inspections, and tenant improvement initiatives across locations
Build and maintain productive vendor relationships, contract oversight, and preventive maintenance schedules
Ensure all sites meet XL’s standards for safety, accessibility, and operational readiness
Partner closely with People and Communications teams to deliver high-quality office events, celebrations, and culture-building activities
Support programs that strengthen community presence, employee experience, and local engagement
Champion XL’s culture in daily operations, ensuring the Oakland office reflects our values and commitment to a positive workplace experience
Plan and manage logistics for meetings, department gatherings, leadership off-sites, and company-wide events
Coordinate domestic travel for executives and team members, prioritizing accuracy, efficiency, and experience
Prepare meeting materials and support follow-up actions to ensure continuity and accountability
Prepare and reconcile executive and office expense reports with accuracy and timeliness
Monitor operational budgets and recommend cost-conscious improvements
Maintain organized, accessible filing and documentation systems across locations
Support research, project management, meeting briefs, and action tracking
Provide coverage across other XL offices during absences or peak operational periods
Qualification
Required
3–5 years of experience providing administrative support, including direct support to senior leaders
Experience managing office operations, facilities coordination, or multi-site administrative functions
Demonstrated ability to provide functional leadership or coordinate team workflows
Strong organizational and prioritization skills with the ability to navigate changing priorities
Exemplary written and verbal communication skills
High degree of professionalism, confidentiality, emotional intelligence, and interpersonal maturity
Advanced proficiency in MS Office Suite and modern workplace collaboration tools
Preferred
Experience in construction, professional services, or operationally complex environments preferred
Bachelor's degree preferred; equivalent experience accepted
Benefits
Medical, dental, and vision insurance
401(k) with company match
Paid Time Off (PTO) and paid holidays
On-the-job training and professional development opportunities
Company
XL Construction
XL Construction is a construction firm that uses Building Information Modeling (BIM) and Lean processes in construction project work.
501-1000 employees
H1B Sponsorship
XL Construction has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (3)
2024 (1)
2023 (4)
2021 (1)
2020 (4)
Funding
Current Stage
Late StageTotal Funding
unknown2025-03-04Acquired
Leadership Team
T
Tom Humbert
Chief Financial Officer / Chief Administrative Officer
John Boneso
Chief Operating Officer
Recent News
2025-10-24
Research and Markets
2025-06-06
2025-03-07
Company data provided by crunchbase