Facilities, Safety, Security & Space Planning Manager

Job Description Summary:

The Facilities, Safety, Security & Space Planning Manager, will be responsible for the firm’s safety and security that supports a safe and secure working environment for all employees, partners and visitors firmwide. This position will manage the building access systems across the firm and assist with construction buildouts that offer safe, secure and people friendly work environments. This ideal candidate for this role will possess a strong understanding of the firmwide goals and needs to effectively communicate and collaborate with other departments and offices to ensure that goals are met and best practices are implemented. This position will manage all software and systems related to safety and building access across the firm. This role requires availability to be on call for emergencies such as injuries, disasters etc.

This is an exempt role, and will be based in our Mountain View, CA office and will require onsite presence Monday – Friday. The core hours of this role is 8 am – 5 pm.

Job Description:

Safety & Security

• Manages the firm’s emergency response, safety, and disaster recovery programs, in collaboration with Facilities personnel across all offices.
• Develops and conducts compliance training and firmwide evacuation drills; implements safety procedures in accordance with internal policies.
• Oversees CPR, AED, and first aid training for emergency response and facilities teams.
• Drafts and maintains written policies and procedures related to safety and security processes.
• Ensures compliance with local, state, and federal laws and regulations, including OSHA requirements.
• Leads routine safety walkthroughs of office facilities to identify hazards and ensure compliance with fire codes; schedules and documents testing of safety equipment.
• Identifies hazardous conditions and implements corrective programs through internal communication and guidance.
• Administers the firm’s ergonomic program; conducts evaluations and recommends improvements in partnership with Facilities, Office Administrators, and Human Resources.
• Coordinates ergonomic training for Facilities staff and manages ergonomic-related complaints or claims in partnership with HR and the firm’s insurance provider.
• Responds to safety or security incidents in the Silicon Valley office, safeguarding confidentiality and HIPAA compliance.
• Prepares and routes confidential incident reports to appropriate departments for review and follow-up.
• Collaborates with IT and senior facilities leadership to design, implement, and maintain a firmwide Emergency Response and Disaster Recovery plan focused on personnel safety, communication, and business continuity.
• Reviews, updates, and audits Emergency Response and Disaster Recovery Manuals annually to reflect operational changes and ensure current information.
• Coordinates and executes annual fire and emergency evacuation drills, along with fire marshal inspections across all office locations.
• Maintains and distributes firmwide inventory of medical, safety, and emergency supplies, tracks expiration and replenishment via docketing systems.
• Administers building and physical security systems, including access control, surveillance, alarm systems, panic buttons, and coordination with on-site security personnel.
• Acts as liaison with building security and management to address safety concerns, programming upgrades, and performance issues in partnership with local Facilities teams.
• Maintains Injury and Illness Prevention (IIPP) and Hazardous Materials (HAZMAT) manuals.
• Oversees annual testing and regular maintenance of office generator systems (where applicable).

Facilities/Space Management

• Reviews architectural, MEP, and construction documents; coordinates planning meetings with Office Administrators, Facilities, and IT teams.
• Tracks and documents internal project milestones and action items, maintaining meeting notes and deadlines throughout the project lifecycle.
• Acts as liaison with architects, general contractors, vendors, and external construction managers to ensure successful project execution.
• Oversees monthly safety and security expense accounts; monitors budget adherence and prepares variance reports with detailed explanations.
• Provides regular updates to the Senior Director of Facilities and Operations regarding all ongoing projects and responsibilities.
• Performs other facilities-related duties and special projec