Office & Facilities Manager

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.

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 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.

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 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.).

EXECUTIVE ADMINISTRATION (15%)

• 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.

We Need a Person With:

• 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.

Compensation:

Compensation: $28 - $31 per hour (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.)