{"id":3963021,"url":"https://alion.io/job/mindgruve-office-facilities-manager","title":"Office & Facilities Manager","company":{"id":2972844,"name":"Mindgruve","domain":"mindgruve.com","url":"https://alion.io/company/mindgruve","size_band":"201-500","is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Greenhouse","truth_index":null},"role":"Operations","role_family":"Operations","seniority":"middle","employment_type":"contractor","work_mode":"hybrid","remote_scope":null,"remote_scope_basis":null,"remote_working_hours":null,"hiring_geo_confidence":"structured","locations":["San Diego, United States"],"countries":["US"],"hiring_countries":[],"hiring_countries_total":0,"salary":{"min":28,"max":31,"currency":"USD","period":"hour","gross":null,"usd_annual":62000},"salary_estimate":null,"experience_years_min":4,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Wi-Fi","optional":false}],"status":"live","first_seen_at":"2026-07-13T19:48:51Z","employer_posted_date":"2026-08-07","last_verified_at":"2026-11-09T12:39:03Z","board_verified":true,"closed_at":null,"days_open":118,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":118},"description":"We are a global digital agency comprised of strategists, creatives, media experts, data scientists, and engineers driven by one common purpose - accelerate business growth through marketing and digital transformation. Named a top 3% Google Premier Partner and recognized by Inc. 5000 and Adweek’s 75 Fastest Growing Companies, we’re constantly looking for “A” players to join our team.\nThe rapid growth is attributed to our strongest asset - our people. Our teams are highly collaborative and work closely with each client to set clear goals and objectives so that we can deliver exceptional results. Mindgruve is a place where every opinion is valued. Not only will you be empowered to contribute ideas, but you will also play a key role in the execution and driving success for brands across a variety of industries. Sound fun? Perfect - you’ll fit right in.\nThe Office & Facilities Manager is the heartbeat of our San Diego office, making sure everything runs smoothly, stays organized, and feels welcoming. While keeping the day-to-day operations on track, this role is all about balancing professionalism with a positive, can-do spirit.\nWe’re looking for someone who loves details, thrives in a fast-paced environment, and communicates with confidence. The ideal candidate is the go-to connection point for employees, vendors, and clients. \nIf you’re energized by problem-solving, multitasking, and creating an office vibe where people enjoy working - you’ll feel right at home here. The temporary position requires in-office support 8am-5pm Monday through Friday at our San Diego location, 627 Eighth Ave, San Diego, CA 92101.\nWhat You'll Do Here:\nOFFICE MANAGEMENT (60%)\nServe as the first point of contact, professionally and warmly welcoming all clients, vendors, and employees.\nMaintain 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.\nOversee all daily office operations, including opening/closing routines, compliance with health and safety standards, and enforcement of security protocols.\nDaily process and/or distribute incoming mail and packages to appropriate individuals.\nPrepare conference rooms for client meetings, team events, and employee gatherings.\nManage all local meeting logistics for leadership and clients as applicable (i.e. meals, hotels, ground transportation, airfare, reservations, etc.)\nCoordinate travel logistics for employees and leadership as required.\nSupport team members with administrative, accounting, and operational requests.\nPartner with Accounting to manage bill payments, process reimbursements, and resolve discrepancies.\nDecorate the office with seasonally appropriate and tasteful decor.\nAssist HR with coordinating office events, celebrations, happy hour, holiday parties, and volunteer activities, serving as the office ambassador and culture champion.\nPartner 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).\nHandle ad-hoc requests from executives and staff with professionalism and discretion.\nOrder gifts for staff and clients, including milestones, birthdays, awards, as applicable.\nAct as the main point of contact for all office administrative needs.\nOPERATIONS AND FACILITIES MANAGEMENT (25%)\nCoordinate building maintenance, interior office signage, workstation furniture & security with applicable third-party vendors.\nManage inventory of office janitorial supplies and orders as applicable.\nMaintain and manage vendor relationships (i.e. janitorial, shredding, coffee/water, shipping, office machinery, etc.).\nTriage service issues and on call 24/7 for all emergencies (i.e. HVAC, plumbing, backflow system, lighting, alarm system, etc.) and contacts vendors as applicable. \nOversee facility systems and ensure properties are functioning optimally. \nManage office key inventory and management of key fobs.\nConduct regular inspection of the building interior to address issues and remedies as necessary.\nPartner with property management to resolve infrastructure and building concerns (wi-fi, HVAC, pests, etc.).\nEXECUTIVE ADMINISTRATION (15%)\nSupport the Executive Team with scheduling meetings, making travel arrangements and ensuring logistics are coordinated and attendees are confirmed.\nHelp coordinate monthly billing.\nManages all travel domestic and international (including flights, hotels, car rentals and restaurant reservations) to ensure efficiency; plan travel itineraries so that it does not conflict with internal resources.\nSupports Executive Team with requests as needed.\nDemonstrates unrelenting focus on understanding and anticipating the stated and unstated needs of the executive management team.\nRuns errands, including shopping and coordinating lunches, and researches miscellaneous items as needed.\nWe Need a Person With:\nAssociates Degree in Business, Accounting or related field preferred.\n4+ years of general office management experience.\n2+ years experience supporting an executive.\nExceptional customer service skills.\nHighly organized and detail oriented, with the ability to handle multiple simultaneously.\nExcellent communication skills, including verbal and written.\nProfessional demeanor with the ability to interface with poise and confidence with leadership and clients.\nAbility to ensure confidentiality with business matters and employee privacy.\nWell-versed in Microsoft and Mac applications (Word, Excel, PowerPoint, etc.).\nUnderstanding of video meeting platforms (e.g., Zoom, Teams).\nWorking knowledge of all standard office equipment.\nCompensation:\nCompensation: $28 - $31 per hour (Pay range is based on a market reference point and potential job offers may vary based on the skills, education, experience and geographic location of the individual candidate. The compensation range reflects base rate only.) \nCompensation will be commensurate with experience. Additionally, for eligible full-time employees, we offer a competitive benefits package including medical insurance, dental insurance, and vision insurance; a flexible spending account; voluntary life and accident plans; and a 401(k) retirement plan with matching. We have six office locations in the US: San Diego, California, Los Angeles, California, Covington, Kentucky, Denver, Colorado, Nashville, Tennessee and Charleston, South Carolina. We're seeking local candidates (or those open to relocation) who are able to work collaboratively with us in one of our office's; however, based on business needs and unique job functions, some roles may be eligible for remote work. (Bonus points if you’re bilingual in Spanish and/or Portuguese.)\nMindgruve is an equal opportunity employer and values diversity. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.","description_format":"text","description_chars":7030,"description_truncated":false,"requirements":{"experience_years_min":4,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":{"level":"associate","optional":false},"security_clearance":false,"languages":[{"language":"Portuguese","level":"Proficiency (C2)","optional":false},{"language":"Spanish","level":"Proficiency (C2)","optional":false}]},"benefits":["Dental insurance","Health insurance","Retirement plans","Vision insurance"],"hiring_locations":[{"name":"United States","iso":"US","kind":"country"}],"hiring_excludes":[],"relocation_offered":true,"industries":["Creative Agencies","Digital Marketing"],"lifecycle":[{"event":"open","at":"2026-11-09T12:39:03Z"}],"visa":[],"liveness":{"score":11,"band":"cold","label":"Long shot","p_open":1,"p_active":0.395,"p_room":0.28,"age_days":118,"expected_fill_days":30,"reasons":["conf:2","win:tail","crowd:"],"computed_at":"2026-11-09T14:57:45Z"},"pay":{"stated_usd_annual":62000,"is_top_pay":false},"html_url":"https://alion.io/job/mindgruve-office-facilities-manager","json_url":"https://alion.io/job/mindgruve-office-facilities-manager.json","meta":{"generated_at":"2026-11-09T14:57:45Z","cache_seconds":300,"methodology":"https://alion.io/methodology","terms":"https://alion.io/terms","contact":"https://alion.io/contact","api":"https://alion.io/developers","about":"Alion is a live layer of people, companies and AI agents: who they are, whether they are real and active right now, what they do and how to work with them, readable by people and by agents and paid per call.","catalog":"https://alion.io/catalog.json","usage":{"tier":"crawler_verified","counted_by":"address","units_charged":1,"used_today":20852,"day_limit":null,"remaining_today":null,"minute_limit":300,"resets_at":"2026-11-10T00:00:00Z"}},"offers":[{"id":"company.slices","title":"One company in depth, by slice","status":"live","price":{"credits":0.1,"usd":0.01,"plus_per_slice":{"credits":0.05,"usd":0.005}},"unit":"per company, plus each slice with data","note":"the employer in depth","call":{"mcp_tool":"get_company","arguments":{"id":2972844},"rest":"https://alion.io/mcp/rest/get_company?id=2972844"},"human":"https://alion.io/catalog?offer=company.slices&for=job%2Fmindgruve-office-facilities-manager"},{"id":"market.stats","title":"A market slice: pay, demand and time to fill","status":"live","price":{"credits":2,"usd":0.2},"unit":"per slice","note":"pay, demand and time to fill for this role and place","call":{"mcp_tool":"market_stats"},"human":"https://alion.io/catalog?offer=market.stats&for=job%2Fmindgruve-office-facilities-manager"},{"id":"job.search","title":"Open jobs by role, technology, place, pay and visa","status":"live","price":{"credits":0.1,"usd":0.01},"unit":"per posting in a list","note":"similar open postings","call":{"mcp_tool":"search_jobs"},"human":"https://alion.io/catalog?offer=job.search&for=job%2Fmindgruve-office-facilities-manager"},{"id":"company.verify","title":"Is this company real and active right now","status":"pilot","price":null,"unit":"per company","request":{"url":"https://alion.io/catalog/request","method":"POST","body":"{\"offer\": \"company.verify\", \"for\": \"job/mindgruve-office-facilities-manager\", \"note\": \"what you need it for\"}"},"human":"https://alion.io/catalog?offer=company.verify&for=job%2Fmindgruve-office-facilities-manager"}],"agent":{"mcp":"https://alion.io/mcp/jobs","mcp_open":"https://alion.io/mcp/open","next":[{"tool":"get_job","arguments":{"id":3963021}},{"tool":"search_jobs","arguments":{"company":"mindgruve.com","detail":"compact"}},{"tool":"match_people","arguments":{"job_id":3963021},"note":"people open to offers who fit this vacancy"}],"note":"The same data through MCP tools: https://alion.io/mcp/open needs no sign-in (compact searches, postings, people); https://alion.io/mcp with an Alion account has everything. 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