Office & Facilities Manager

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

About Mindgruve

San Diego, CA

We are a global digital agency comprised of strategists, creatives, media experts, data scientists, and engineers driven by one common purpose — accelerate business growth through marketing and digital transformation. Named a top 3% Google Premier Partner and recognized by Inc. 5000 and Adweek’s 75 Fastest Growing Companies, we’re constantly looking for “A” players to join our team. The rapid growth is attributed to our strongest asset — our people. Our teams are highly collaborative and work closely with each client to set clear goals and objectives so that we can deliver exceptional results. Mindgruve is a place where every opinion is valued. Not only will you be empowered to contribute ideas, but you will also play a key role in the execution and driving success for brands across a variety of industries.

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 balances 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.

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

• 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.
• Process and 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 (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 off‑boarding (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

• 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 (janitorial, shredding, coffee/water, shipping, office machinery, etc.).
• Triage service issues and be on call 24/7 for all emergencies (HVAC, plumbing, backflow, 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 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

• Support the Executive Team with scheduling meetings, making travel arrangements and ensuring logistics are coordinated and attendees are confirmed.
• Help coordinate monthly billing.
• Manage all travel domestic and international (flights, hotels, car rentals and restaurant reservations) to ensure efficiency; plan travel itineraries so they do not conflict with internal resources.
• Support Executive Team with requests as needed.
• Demonstrate 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 experience supporting an executive.
• Exceptional customer service skills.
• Highly organized and detail oriented, with the ability to handle multiple tasks 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

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, dental, and vision insurance; a flexible spending account; voluntary life and accident plans; and a 401(k) retirement plan with matching.

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.