Office Operations Manager

Fabletics•El Segundo, CA

8d•Hybrid

About The Position

Fabletics Inc. is currently looking for an Office Operations Manager. We are seeking a passionate and professional Office Operations Manager to oversee our front desk environment as well as manage our mail, conference room scheduling, and general office support operations. Our ideal candidate is a spectacular communicator who is well-organized, extremely detail-oriented, a self-starter, a fast learner, and able to solve problems while taking direction from various sources. We are looking for a team-member whose personal sense of passion and purpose shows up through how they take the initiative, improve processes and efficiency, and help to create ease and harmony in the environment around them. In this role, you will directly impact the lives of our people (employees), guests, vendors, candidates, and members (our loyal customers). The right person is adept at noticing and attending to the details, small but thoughtful actions and interactions that create a culture of support, service, and teamwork.

Requirements

3- 5 years of Office Management experience in a fast-paced, dynamic corporate setting
Ability to work independently as well as a part of a cohesive team; willing to go above and beyond – always looking to improve process, efficiency, and support to business
Impeccable interpersonal acumen – able to interface at ease with executive team, employees, and visitors at all levels diplomatically
Excellent attention to detail (proven by exceptional references and previous accomplishments)
Excellent written and verbal communication skills, even under pressure and when navigating ambiguity and challenge
Expert in Microsoft Outlook calendar management, including scheduling, coordinating, and prioritizing meetings and appointments.
Technical abilities: Microsoft Office Suite – Outlook, Word, Excel, and PowerPoint
Ability to thrive in a fast-paced, ever changing, employee/customer-centric environment
Competent with conflict resolution and defusing escalated situations as needed
Avid problem solver – able to create win-win situations using limited resources

Nice To Haves

Ideal candidate brings foundational AI literacy, including experience using generative AI tools, and a proactive mindset to experiment with new technologies to drive productivity and innovation.

Responsibilities

Assist with meeting set up as needed.
Partner with IT/Service Desk to address IT issues daily– ensuring minimal distraction/inconvenience to organization.
Responsible for weekly coordination and ordering of office supplies, office beverage, food pantry supplies, first aid needs, and maintaining these processes in an organized, detailed manner.
Maintain the aesthetics of the office - keeping with and reinforcing, our commitment to superior brand image guidelines. These duties include but are not limited to cleanliness of general office areas, office supply areas, preparing/resetting meeting spaces/conference rooms daily, and maintaining our reception and lobby areas.
Lead by example in setting the tone for our environment and challenge others to do the same!
Coordinate catering for meetings and/or events. Receiving catering requests from various departments, verifying approval, communicating approved requests to our onsite café (The Port), and ensuring all parties agree for set up and execution.
Support special projects and company communications as needed, including Town Hall meetings, onsite events, People Team projects, and any administrative project requiring support on an ad hoc basis.
Participate as a flexible member of the Admin Team, the People Team and the broader organization, always looking for ways to help – and raising questions when you need help – to create an environment of service, fun and harmony for all.
Greet visitors as needed, focusing on world-class customer service, and ensuring guests are greeted with a smile.
Assist in the onboarding process for new hires, including processing parking applications
Coordinate and maintain multiple conference room calendars through Outlook; proactively suggesting ways to improve calendaring system, including research and recommendations on new technologies and processes.
Demonstrate tenacious, creative, resourcefulness and problem solving to resolve competing demands for meeting space, and excellent customer service in all communications required to reach effective solutions for all involved.
Address employees' queries regarding office management issues, liaise with facility management vendors, including cleaning, catering and security service.
Help plan in-house or off-site activities, like parties, celebrations and conferences.
Contributes to team effort by accomplishing related results as needed.
Responsible for creating an effective mail/mail room strategy which may include daily organization and arrangement of mail deliveries, creation of mail room guidelines (coordinating with facilities) to facilitate speedy retrieval of mail, plan/coordinate schedule with external mail vendors to maximize efficiency/effectiveness of mail delivery (including time, method, cadence).
Ensure that all mail has been accounted for.
Notify departments and individuals of deliveries (daily), with proper judgment about urgency of communication/delivery to our General Counsel, CFO, Accounts Payable department, and other teams communicating their specific needs.
Maintain postage and shipping needs of the office, including software updates, postage purchases, and account reconciliation.
Identify process improvements and provide thoughtful recommendations to establish mail room best practices as the needs of the business evolve, always looking for ways to save time and money while improving service.