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) matching

Remote work potential

Job summary

Mindgruve, a global digital agency, seeks an Office & Facilities Manager to maintain a welcoming San Diego office and ensure daily operations run smoothly. The role requires in-office presence 8am-5pm at 627 Eighth Ave, San Diego, CA 92101, with potential for remote work in some cases.

The position includes coordinating travel, events, vendor relationships, and HR/Accounting support, with a compensation range of $70,500–$75,000 and a comprehensive benefits package.

Qualifications

• Associates degree preferred; 4+ years in general office management.
• 2+ years supporting an executive.
• Highly organized with attention to detail.
• Professional demeanor interfacing with leadership and clients.
• Ability to ensure confidentiality with business matters and employee privacy.
• Proficient in Microsoft and Mac applications; familiarity with Zoom/Teams.

Responsibilities

• Serve as the first point of contact, professionally welcoming clients, vendors, and employees.
• Oversee daily office operations: cleanliness, supplies, mail, conference rooms, and safety standards.
• Coordinate travel logistics, meetings, and events for leadership and staff.
• Support HR with onboarding and offboarding and office events.
• Partner with Accounting to manage bill payments and reimbursements; resolve discrepancies.
• Maintain vendor relationships and inventory; coordinate with IT for equipment and onboarding.

Skills

Office management

Executive support

Organization

Communication

Education

Associates Degree in Business or related field

Tools

Microsoft Office

Mac OS

Zoom

Teams

Job description

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. Sound fun? Perfect — you’ll fit right in.

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 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.
• Highly organized and detail oriented, with the ability to handle multiple simultaneously.
• 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 insurance, dental insurance, and vision insurance; a flexible spending account; voluntary life and accident plans; and a 401(k) retirement plan with matching. We have six office locations in the US: San Diego, California, Los Angeles, California, Covington, Kentucky, Denver, Colorado, Nashville, Tennessee and Charleston, South Carolina. We\'re seeking local candidates (or those open to relocation) who are able to work collaboratively with us in one of our office\'s; however, based on business needs and unique job functions, some roles may be eligible for remote work. (Bonus points if you’re bilingual in Spanish and/or Portuguese.)

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.

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