Office Manager 841019

Helpmates Staffing Services; Santa Monica (CA); On-site; USD 85,000 - 100,000; Full time

Benefits offered by this job

Fully paid health insurance

Dental insurance

Vision insurance

Company HSA contributions

PTO 2–4 weeks

401(k) with company match

Job summary

Helpmates Staffing Services in Santa Monica, CA is seeking an Office Manager for a luxury design company to oversee daily administrative operations and guide a small team. The role focuses on order processing, customer service, and cross-functional coordination with the factory in France.

The ideal candidate has 5+ years in office or team management, strong organizational and communication skills, and a proactive, solution-oriented mindset.

Qualifications

• 5+ years of proven experience in office or team management
• Experience in manufacturing or luxury goods environment preferred
• Strong organizational skills and attention to detail

Responsibilities

• Supervise and guide a team of about four employees for efficient daily operations
• Coordinate workflows, coach staff, maintain professional work environment
• Manage incoming customer and B2B orders from receipt to completion
• Oversee order documentation: sales/purchase orders, invoices, shipping paperwork
• Track and resolve order discrepancies, delays, and communications between office, sales, and factory
• Ensure timely receipt of shipments from the factory in France and match to manifests

Skills

Organizational skills

Communication skills

Problem-solving mindset

Sound judgment

Dependability

Positive attitude

Collaboration

Fast-paced environment

Job description

Office Manager – Urgently hiring in Santa Monica!

Job Title: Office Manager Pay: $85,000 - $100,000 per year Hours: Monday - Friday, 8:30 AM - 5:30 PM Start Date: ASAP

Looking for a balanced work environment and a chance to make a real impact? Join our close-knit and passionate team at a luxury design company dedicated to craftsmanship, heritage, and a positive workplace culture in Santa Monica, CA, as an Office Manager and help us keep things running smoothly every day. As an Office Manager, you’ll oversee the daily administrative operations, guide a small team, and ensure that everything from order processing to customer service is handled with excellence. You’ll work closely with our internal team and factory in France to deliver results that matter.

What You’ll Do

As an Office Manager, you will be responsible for

• Supervising and guiding a team of approximately four employees to ensure efficient daily operations
• Coordinating workflows, providing coaching, and maintaining a respectful, professional work environment
• Managing incoming customer and B2B orders from receipt to completion, ensuring accuracy and timely processing
• Overseeing order documentation, including sales orders, purchase orders, invoices, and shipping paperwork
• Tracking and resolving order discrepancies, delays, and communication gaps among the office, sales team, and factory
• Ensuring accurate and timely receipt of shipments from the factory in France, matching merchandise to manifests and resolving issues
• Serving as the primary point of contact for customer service matters, managing escalations professionally and calmly
• Supporting the sales team with order status updates, manufacturing timelines, and resolving customer inquiries
• Maintaining effective office procedures and exploring ways to streamline workflows

What You’ll Bring

The ideal candidate for this role will have 5+ years of proven experience in office or team management, preferably in a manufacturing or luxury goods environment

• Strong organizational skills and exceptional attention to detail
• Excellent communication skills, both verbal and written
• Ability to handle sensitive customer situations professionally and with a solution-oriented mindset
• Sound judgment, independence, and the ability to make decisions confidently
• Dependability and consistency in work performance
• A positive attitude and a collaborative approach to teamwork
• Comfort working in a fast-paced, dynamic environment

Why Join Us in Santa Monica?

• Be part of a prestigious company with a rich heritage celebrating craftsmanship and design
• Enjoy a supportive and positive workplace culture emphasizing work/life balance and respect
• Comprehensive benefits including fully paid health, dental, and vision insurance, and company HSA contributions
• Generous PTO starting at 2 weeks, increasing to 4 weeks after three years
• 401(k) plan with company match to support your future

Location & Schedule

This position is on-site in Santa Monica, CA, working Monday through Friday from 8:30 AM to 5:30 PM.