Office & Facilities Manager

Mindgruve•San Diego, CA

4d•$28 - $31•Onsite

About The Position

The Office & Facilities Manager is the heartbeat of our San Diego office, making sure everything runs smoothly, stays organized, and feels welcoming. While keeping the day-to-day operations on track, this role is all about balancing professionalism with a positive, can-do spirit. We’re looking for someone who loves details, thrives in a fast-paced environment, and communicates with confidence. The ideal candidate is the go-to connection point for employees, vendors, and clients. If you’re energized by problem-solving, multitasking, and creating an office vibe where people enjoy working — you’ll feel right at home here. The temporary position requires in-office support 8am-5pm Monday through Friday at our San Diego location, 627 Eighth Ave, San Diego, CA 92101.

Requirements

Associates Degree in Business, Accounting or related field preferred.
4+ years of general office management experience.
2+ years experience supporting an executive.
Exceptional customer service skills.
Highly organized and detail oriented, with the ability to handle multiple simultaneously.
Excellent communication skills, including verbal and written.
Professional demeanor with the ability to interface with poise and confidence with leadership and clients.
Ability to ensure 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.

Nice To Haves

Bilingual in Spanish and/or Portuguese.

Responsibilities

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 decor.
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.
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 on call 24/7 for all emergencies (i.e. HVAC, plumbing, backflow system, lighting, alarm system, etc.) and contacts vendors as applicable.
Oversee facility systems and ensure properties are functioning optimally.
Manage office key inventory and management of key fobs.
Conduct regular inspection 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.).
Support the Executive Team with scheduling meetings, making travel arrangements and ensuring logistics are coordinated and attendees are confirmed.
Help coordinate monthly billing.
Manages all travel domestic and international (including flights, hotels, car rentals and restaurant reservations) to ensure efficiency; plan travel itineraries so that it does not conflict with internal resources.
Supports Executive Team with requests as needed.
Demonstrates unrelenting focus on understanding and anticipating the stated and unstated needs of the executive management team.
Runs errands, including shopping and coordinating lunches, and researches miscellaneous items as needed.