Workplace Operations Manager

ModRetro Inc.; Costa Mesa (CA); On-site; USD 65,000 - 100,000; Full time

Job summary

ModRetro Inc. is seeking an experienced Office Manager to own and optimize our Costa Mesa and San Diego regional offices, aligning facilities, vendor relationships, and employee experiences.

You will manage multiple vendors, coordinate cross-functional projects, and partner with HR and Recruiting to support on-site onboarding and team activities, ensuring a well-run, connected workplace across locations.

Qualifications

• 4+ years of office management or facilities experience in startups or fast-paced environments.
• Proven ability to lead vendor relationships and track progress with stakeholders.
• Excellent cross-functional communication across HR, Recruiting, and leadership.

Responsibilities

• Own vendor relationships for facilities services and office support.
• Coordinate needs from identification to verification of results with vendors.
• Develop and maintain office operating budgets and forecast expenses.
• Establish preventative maintenance programs to keep facilities safe and functional.
• Build relationships across departments and locations with regular in-person engagement.
• Contribute to office culture by creating welcoming spaces and team experiences.
• Support on-site interviews and onboarding to ensure a smooth day-one experience.
• Act as primary contact for all office-related needs with balanced responsiveness and planning.

Skills

Vendor management

Office operations

Project coordination

Communication

Multitasking

Tools

Google Workspace

Slack

Office management platforms

Job description

** This role can sit in our Orange County or North County San Diego office office**

WHAT YOU WILL DO

• Ownership of vendor relationships for all vendors supporting office operations/services including cleaning, maintenance, internet, security, limited project labor, and other facility services.
• Own follow-through from identifying a need to verifying the result. Coordinate vendors and internal partners, confirm quality, and ensure the original problem is actually resolved.
• Develop and maintain office operating budgets, tracking and forecasting expenses related to facilities, services, and workplace improvements.
• Establish and maintain preventative maintenance programs to ensure facilities remain safe, functional, and well-maintained.
• Build strong working relationships across departments and locations through regular, in-person engagement. Learn how different teams use the workplace, seek feedback before problems elevate, and communicate how requests were addressed.
• Actively contribute to office culture by creating welcoming spaces, connecting colleagues, and organizing thoughtful team experiences and traditions. Partner with HR and employees to build activities people genuinely value, with attention to both locations.
• Partner closely with HR and Recruiting to support on-site interviews and onboarding, ensuring new hires have a seamless and well-prepared day-one experience.
• Act as the primary point of contact for all office-related needs, balancing responsiveness with long-term planning and scalability.

WHAT SETS YOU APART

• You take ownership of your environment and propose solutions for what needs to be fixed or improved.
• You notice opportunities others overlook and turn them into completed improvements without waiting for detailed instructions.
• You are highly organized and can manage multiple vendors, projects, and priorities without dropping details.
• You are comfortable operating with limited structure and can build processes where none exist.
• You care deeply about creating a functional, well-run, and enjoyable workplace for the team. You treat employee experience and office culture as part of your job, and bring practical ideas for making the workplace more connected and enjoyable.
• You communicate clearly and proactively with company leadership and stakeholders across the company.
• You build trust through curiosity, approachability, and consistent follow-through across all levels of the company.

REQUIRED QUALIFICATIONS

• 4+ years of experience in office management, workplace operations, or facilities management in a startup or fast-paced environment.
• Demonstrated experience independently initiating and delivering workplace improvements, maintaining transparent project tracking, and communicating progress to stakeholders.
• Excellent communication skills while working cross-functionally with HR, Recruiting, and leadership teams.

PREFERRED QUALIFICATIONS

• Experience managing multiple office locations.
• Experience supporting office buildouts or new office launches.
• Familiarity with basic facilities systems (HVAC coordination, networking, security systems, etc.).
• Experience with workplace tools (e.g., Google Workspace, Slack, office management platforms).