Office & Facilities Leader: Streamlined, Welcoming Workspace

Mindgruve; San Diego (CA); On-site; USD 70,500 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) with matching

Flexible spending account

Job summary

Mindgruve, a San Diego-based global digital agency, is seeking an Office & Facilities Manager to keep the San Diego office running smoothly at 627 Eighth Ave, San Diego, CA 92101. The role balances professionalism with a positive, can‑do spirit and requires in‑office work 8am–5pm, Monday–Friday.

You will manage daily operations, onboarding/offboarding, events, travel, and vendor relations while ensuring confidentiality and top‑notch service to leadership and clients.

Qualifications

• Associate’s 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 ability to multitask.
• Excellent verbal and written communication.
• Professional demeanor interfacing with leadership and clients.
• Ability to maintain confidentiality of business matters and employee privacy.
• Proficient in Microsoft Office and Mac applications.
• Understanding of video meeting platforms (Zoom, Teams).

Responsibilities

• Serve as the first point of contact, welcoming clients, vendors, and employees.
• Maintain office cleanliness, supplies, and equipment, keeping the office tidy.
• Oversee daily operations, health and safety standards, and security.
• Process and distribute incoming mail and packages to individuals.
• Prepare conference rooms for client meetings and events.
• Manage local meeting logistics for leadership and clients.
• Coordinate travel logistics for employees and leadership.
• Support team with administrative, accounting, and operational tasks.
• Partner with Accounting to manage bill payments and reimbursements.
• Decorate the office for seasonal themes and events.
• Assist HR with office events and onboarding/offboarding tasks.
• Handle ad-hoc requests from executives with professionalism and discretion.
• Order gifts for staff and clients for milestones and celebrations.
• Act as the main point of contact for all office administrative needs.

Skills

Office management

Executive support

Customer service

Organizational skills

Communication skills

Confidentiality

Mac & Microsoft Office

Video meeting platforms

Education

Associate's degree in Business/Accounting or related field

Tools

Microsoft Office

Mac applications

Zoom/Teams

Job description

Mindgruve, a San Diego-based global digital agency, is seeking an Office & Facilities Manager to keep the San Diego office running smoothly at 627 Eighth Ave, San Diego, CA 92101. The role balances professionalism with a positive, can‑do spirit and requires in‑office work 8am–5pm, Monday–Friday.

You will manage daily operations, onboarding/offboarding, events, travel, and vendor relations while ensuring confidentiality and top‑notch service to leadership and clients.