Office & Facilities Manager

The Office & Facilities Manager is the heartbeat of our San Diego office, ensuring that everything runs smoothly, stays organized, and feels welcoming. This role focuses on balancing professionalism with a positive, can-do spirit.

The position requires in‑office support 8 am‑5 pm Monday through Friday at our San Diego location, 627 Eighth Ave, San Diego, CA 92101.

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 décor.
• 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 be on call 24/7 for all emergencies (i.e. HVAC, plumbing, backflow system, lighting, alarm system, etc.) and contact vendors as applicable.
• Oversee facility systems and ensure properties are functioning optimally.
• Manage office key inventory and key‑fob management.
• Conduct regular inspections 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 President’s and Chief Commerce Officer with scheduling meetings, making travel arrangements, and ensuring logistics are coordinated and attendees are confirmed.
• Help coordinate monthly billing with the Commerce & Media Teams.
• Manage all domestic and international travel (including flights, hotels, car rentals, and restaurant reservations) to ensure efficiency; plan itineraries to avoid conflicts with internal resources.
• Be on call for the President & Chief Commerce and Media Officer to assist with requests as needed.
• Demonstrate an unrelenting focus on understanding and anticipating the stated and unstated needs of the executive management team.
• Run errands, including shopping and coordinating lunches, and research miscellaneous items as needed.

• Associate's Degree in Business, Accounting, or related field preferred.
• 4+ years of general office management experience.
• 2+ years of experience supporting an executive.
• Exceptional customer service skills.
• Highly organized and detail‑oriented, with the ability to handle multiple tasks simultaneously.
• Excellent verbal and written communication skills.
• Professional demeanor and the…