Office Manager

CARTEL Editing & Post-Production; Santa Monica (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

Cartel Editing & Post-Productionis seeking a proactive LA Office Manager to lead the day-to-day operations of the Santa Monica office and LA Apartment, while guiding the Client Services/Front of House team. The role blends facilities oversight with frontline client care, requiring flexibility for early mornings, evenings, and rotating weekend on-call shifts.

You will manage vendor relationships, onboarding freelance CS support when needed, and ensure top-tier hospitality and client service

Responsibilities

• Maintain the organization, appearance and functionality of the LA office and Cartel's LA Apartment.
• Manage utilities, overhead invoices and designated office accounts.
• Serve as the main contact for building managers and landlords.
• Coordinate repairs, maintenance, and office upgrades while minimizing disruption to active work.
• Source and manage vendors including cleaners, security, laundry, valet, water delivery, catering and other office services.
• Manage office inventory, groceries, beverages and supplies, including weekly Monday AM grocery shopping/restocking.
• Manage cleaning and laundry services and address any issues as needed.
• Coordinate office access and orientation for new hires and freelancers.
• Monitor and resolve general office/building issues as they arise.
• Administrative tasks like twice-monthly Amex coding, collection and turnover of staff timesheets, tracking shipping costs and entering against jobs and overhead...
• Lead and work alongside the Client Services team.
• Create the weekly schedule, including opening/closing coverage and the rotating weekend on-call schedule.
• Manage day-to-day tasks, training, performance, goals and department standards.
• Communicate regularly with Production regarding schedules, client attendance, special requests and coverage.
• Anticipate staffing needs and source, onboard, train and manage freelance CS support when necessary.
• Serve as the primary liaison for the CS team and take ownership of issues or needs within the department.
• Ensure the team consistently delivers a high level of hospitality and client care.
• Keep edit bays, kitchens, common areas and client-facing spaces clean, stocked and presentable.
• Cover the front desk, greet clients and make sure they are taken care of throughout the day.
• Coordinate breakfast, lunch, snacks and client dinner reservations as needed.
• Set up and clean up meals and maintain snacks, beverages, coffee, wine and alcohol inventory.
• Coordinate valet based on expected client attendance.
• Assist with company events, parties, happy hours and outings.
• Pitch in wherever needed to maintain the office and level of service expected.

Job description

Overall Purpose

The LA Office Manager is responsible for the day-to-day operation, organization and upkeep of Cartel's Santa Monica office and LA Apartment, as well as leading our Client Services / Front of House team.

This is a hands-on management role. The Office Manager oversees a Client Services team while working alongside them and sharing responsibility for the daily workload. They are responsible for scheduling, training, performance, department standards and overall client experience, as well as sourcing and onboarding additional freelance support when needed.

The Office Manager should take ownership of both the office and Client Services department, proactively identifying needs, solving problems and serving as the primary liaison between Client Services, Production and the wider company.

Cartel is a fast-paced, client-driven environment, and hours vary based on project needs. Early mornings and later evenings may occasionally be required, along with weekend availability as part of a rotating on-call schedule.

OFFICE MANAGEMENT:

• Maintain the organization, appearance and functionality of the LA office and Cartel's LA Apartment.
• Manage utilities, overhead invoices and designated office accounts.
• Serve as the main contact for building managers and landlords.
• Coordinate repairs, maintenance, construction projects and office upgrades while minimizing disruption to active work.
• Source and manage vendors including cleaners, security, laundry, valet, water delivery, catering and other office services.
• Manage office inventory, groceries, beverages and supplies, including weekly Monday AM grocery shopping/restocking.
• Manage cleaning and laundry services and address any issues as needed.
• Coordinate office access and orientation for new hires and freelancers.
• Monitor and resolve general office/building issues as they arise.
• Administrative tasks like twice-monthly Amex coding, Collection and turnover of staff timesheets, tracking shipping costs and entering against jobs and overhead...

CLIENT SERVICES MANAGEMENT:

• Lead and work alongside the Client Services team.
• Create the weekly schedule, including opening/closing coverage and the rotating weekend on-call schedule.
• Manage day-to-day tasks, training, performance, goals and department standards.
• Communicate regularly with Production regarding schedules, client attendance, special requests and coverage.
• Anticipate staffing needs and source, onboard, train and manage freelance CS support when necessary.
• Serve as the primary liaison for the CS team and take ownership of issues or needs within the department.
• Ensure the team consistently delivers a high level of hospitality and client care.

DAILY CLIENT SERVICES:

These responsibilities are a regular part of the Office Manager role, shared with the rest of the Client Services team:

• Keep edit bays, kitchens, common areas and client-facing spaces clean, stocked and presentable.
• Cover the front desk, greet clients and make sure they are taken care of throughout the day.
• Coordinate breakfast, lunch, snacks and client dinner reservations as needed.
• Set up and clean up meals and maintain snacks, beverages, coffee, wine and alcohol inventory.
• Coordinate valet based on expected client attendance.
• Assist with company events, parties, happy hours and outings.
• Pitch in wherever needed to maintain the office and level of service expected.