Office Manager

IFMA Orange County; United States; On-site; USD 70,000 - 80,000; Full time

Benefits offered by this job

Low-cost health benefits

Wellness reimbursement

Disability and life insurance

Generous PTO

Beautiful campus across from the Pacif

Job summary

INNOCEAN USA is seeking an experienced Office Manager to supervise day-to-day administration, workplace engagement, and facilities coordination in our office. You will be the primary contact for employees, visitors, vendors, and building management, ensuring a safe, efficient, and welcoming environment.

You will manage office services, scheduling, budgets, events, and partnerships with HR and IT. This is an in-office leadership role supported by a receptionist and contracted staff, reporting to

Qualifications

• 5+ years in office management or facilities coordination.
• Experience with building systems (HVAC, electrical, plumbing).
• Strong organizational and project management skills; customer service oriented.

Responsibilities

• Serve as primary contact for office-related questions and operations.
• Manage office services including reception, mail, supplies, and amenities.
• Coordinate visitor management, parking, badges, and keys.
• Oversee conference room reservations and space standards.
• Support budget tracking and identify cost-saving opportunities.
• Coordinate office events and employee-focused programs.
• Manage facilities operations for HVAC, electrical, plumbing, and security.

Skills

Office management

Facilities coordination

Project management

Microsoft Office

Vendor management

Customer service

Tools

Microsoft Office Suite

Job description

INNOCEAN USA, a brand growth company, is seeking an experienced Office Manager to oversee the day-to-day administration, workplace experience, and facilities coordination of the office. This role serves as the primary point of contact for employees, visitors, vendors, and property management, ensuring a safe, efficient, professional, and welcoming workplace environment. This is an in-office, highly visible leadership role, supported by a Receptionist, Event Coordinator, part-time baristas, and contracted janitorial and security personnel.

The ideal candidate combines strong office management and customer service skills with practical facilities and building operations experience. They are highly organized, resourceful, and capable of managing multiple priorities while delivering exceptional support to employees and guests.

DUTIES AND RESPONSIBILITIES

Office Administration & Workplace Engagement

• Serve as the primary contact for office-related questions, requests, and operational issues.
• Manage office services including a coffee bar, reception, mail, office supplies, copier/printer program, mobile devices, company vehicle, storage, and workplace amenities.
• Administer visitor management procedures, parking programs, access badges, and keys.
• Manage conference room reservation process, and ensure spaces meet company standards.
• Approve purchases, support budget tracking, and identify cost-saving opportunities.
• Partner with Human Resources, Information Technology, employee resource groups, and department leaders to support on-boarding, workplace initiatives, and employee needs.
• Coordinate office events, town halls, hospitality functions, and workplace programs.
• Support wellness initiatives, educational programs, diversity and belonging, volunteer activities, new hire orientation, and other employee-focused experiences.

Facilities & Building Operations

• Coordinate day-to-day facilities operations, maintenance activities, and repairs involving HVAC, electrical, plumbing, fire-life-safety systems, security, and building infrastructure.
• Assist with contract selection, administration, renewals, and vendor negotiations.
• Conduct routine workplace inspections to identify maintenance, safety, housekeeping, and operational issues and ensure timely resolution.
• Support emergency preparedness, incident response, business continuity, workplace safety, security, and regulatory compliance programs.
• Maintain seating charts, floor plans, occupancy records, and furniture inventories.
• Coordinate employee moves, workstation installations and reconfigurations, and departmental relocations.
• Support renovation projects, tenant improvements, office expansions, and workplace enhancement initiatives.
• Manage relationships with building service providers, maintenance contractors, janitorial services, security vendors, furniture providers, and office suppliers.

QUALIFICATIONS

• 5+ years of experience in office management, facilities coordination, workplace operations, property management, hospitality management, or a related field.
• Working knowledge of commercial building systems, including HVAC, electrical, plumbing, lighting, fire-life-safety, and security systems.
• Safety-first mentality with comprehension of applicable safety, fire, and building code requirements.
• Experience coordinating vendors, maintenance projects, office moves, or workplace improvement initiatives.
• Familiarity with space planning, furniture systems, construction, or renovation projects.
• Strong organizational, project management, and problem-solving skills.
• Proficiency with Microsoft Office Suite.
• Ability to prioritize competing demands while maintaining exceptional customer service.
• Professional, collaborative, and service-oriented approach.
• Experience with workplace management systems, visitor management platforms, access control systems, or similar technologies preferred.
• Facilities Management Professional (FMP), Certified Facility Manager (CFM), or similar certification preferred.

BENEFITS

• Low-cost health benefits to choose from
• Wellness reimbursement program
• Company paid short- and long-term disability, and basic life
• Generous PTO
• Beautiful campus across from the Pacific Ocean

Reporting Relationship: VP, Administration & Facilities

Salary range:$70,000 to 80,000 annually

Pay is dependent upon several factors including but not limited to: years of experience, client, training, and transferable skills.

Who are we? We are a global brand growth company, independent in spirit, built on one belief: if it doesn’t move people, it won’t move business. So, we go where others don’t. Deep inside human life. Closer to what people think, feel, value, and do. We’ve built the tools and methods to get there and stay there. The closeness is our advantage. That’s where momentum and growth live.