Office & Facilities Manager

The Office & Facilities Manager is the heartbeat of our San Diego office, ensuring that everything runs smoothly, stays organized, and feels welcoming. This role focuses on balancing professionalism with a positive, can-do spirit. The position requires in‑office support 8 am‑5 pm Monday through Friday at our San Diego location, 627 Eighth Ave, San Diego, CA 92101. What You’ll Do Here:

OFFICE MANAGEMENT (60%)

Serve as the first point of contact, professionally and warmly welcoming all clients, vendors, and employees. Maintain office cleanliness and organization, ensuring supplies (kitchen and office) are well‑stocked at all times and displayed in a tidy manner, and office equipment is in good working order. Oversee all daily office operations, including opening/closing routines, compliance with health and safety standards, and enforcement of security protocols. Daily process and/or distribute incoming mail and packages to appropriate individuals. Prepare conference rooms for client meetings, team events, and employee gatherings. Manage all local meeting logistics for leadership and clients as applicable (i.e. meals, hotels, ground transportation, airfare, reservations, etc.) Coordinate travel logistics for employees and leadership as required. Support team members with administrative, accounting, and operational requests. Partner with Accounting to manage bill payments, process reimbursements, and resolve discrepancies. Decorate the office with seasonally appropriate and tasteful décor. Assist HR with coordinating office events, celebrations, happy hour, holiday parties, and volunteer activities, serving as the office ambassador and culture champion. Partner with HR and IT to support new hire onboarding (equipment, workspace setup, new hire documents, onboarding and administrative assistance) and offboarding (collecting equipment, coordinating logistics). Handle ad‑hoc requests from executives and staff with professionalism and discretion. Order gifts for staff and clients, including milestones, birthdays, awards, as applicable. Act as the main point of contact for all office administrative needs.

OPERATIONS AND FACILITIES MANAGEMENT (25%)

Coordinate building maintenance, interior office signage, workstation furniture & security with applicable third‑party vendors. Manage inventory of office janitorial supplies and orders as applicable. Maintain and manage vendor relationships (i.e. janitorial, shredding, coffee/water, shipping, office machinery, etc.). Triage service issues and be on call 24/7 for all emergencies (i.e. HVAC, plumbing, backflow system, lighting, alarm system, etc.) and contact vendors as applicable. Oversee facility systems and ensure properties are functioning optimally. Manage office key inventory and key‑fob management. Conduct regular inspections of the building interior to address issues and remedies as necessary. Partner with property management to resolve infrastructure and building concerns (Wi‑Fi, HVAC, pests, etc.).

EXECUTIVE ADMINISTRATION (15%)

Support the President’s and Chief Commerce Officer with scheduling meetings, making travel arrangements, and ensuring logistics are coordinated and attendees are confirmed. Help coordinate monthly billing with the Commerce & Media Teams. Manage all domestic and international travel (including flights, hotels, car rentals, and restaurant reservations) to ensure efficiency; plan itineraries to avoid conflicts with internal resources. Be on call for the President & Chief Commerce and Media Officer to assist with requests as needed. Demonstrate an unrelenting focus on understanding and anticipating the stated and unstated needs of the executive management team. Run errands, including shopping and coordinating lunches, and research miscellaneous items as needed. We Need a Person With: Associate's Degree in Business, Accounting, or related field preferred. 4+ years of general office management experience. 2+ years of experience supporting an executive. Exceptional customer service skills. Highly organized and detail‑oriented, with the ability to handle multiple tasks simultaneously. Excellent verbal and written communication skills. Professional demeanor and the ability to interface with poise and confidence with leadership and clients. Ability to maintain confidentiality with business matters and employee privacy. Well‑versed in Microsoft and Mac applications (Word, Excel, PowerPoint, etc.). Understanding of video meeting platforms (e.g., Zoom, Teams). Working knowledge of all standard office equipment. Compensation: Salary: $70,500 - $75,000 (Pay range is based on a market reference point and potential job offers may vary based on the skills, education, experience and geographic location of the individual candidate. The compensation range reflects base rate only.) Compensation will be commensurate with experience. Additionally, for eligible full‑time employees, we offer a competitive benefits package including medical insurance, dental insurance, and vision insurance; a flexible spending account; voluntary life and accident plans; and a 401(k) retirement plan with matching. We have six office locations in the US: San Diego, California; Los Angeles, California; Covington, Kentucky; Denver, Colorado; Nashville, Tennessee; and Charleston, South Carolina. We’re seeking local candidates (or those open to relocation) who are able to work collaboratively with us in one of our office locations; however, based on business needs and unique job functions, some roles may be eligible for remote work. (Bonus points if you’re bilingual in Spanish and/or Portuguese.) Mindgruve is an equal opportunity employer and values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status. #J-18808-Ljbffr Mindgruve