Office Manager

GumGum’s Office Manager is an exciting opportunity to create a compelling in-office experience for GumGum’s LA-area team members who also have the opportunity to work from home within a hybrid work environment. The person in this role will help us to open our new headquarters office that allows for inside / outside work and collaboration, this person will have the opportunity to help define the first impression of GumGum’s Headquarters in Santa Monica. For this reason, the Office Manager will  be required to be onsite five (5) days a week at our Santa Monica office. 

Reporting to the Director, People (HR) Operations, the Office Manager will deliver a premium in-office experience for team members and, from time-to-time, our clients. They will foster a positive and engaged community around the GumGum brand, culture and values. And will partner closely with GumGum’s Employee Experience & Engagement Associates to create educational, fun, and innovative in-office events & experiences.

 Office management responsibilities include vendor, budget and stakeholder management, inventory and mail distribution, security and safety management, all in addition to the general tidiness and organization of the office. The role will also include supporting global offices in these areas as appropriate.

The ideal candidate will bring a friendly, enthusiastic, people-first approach to what they do each day. Office Manager will operate autonomously, bring forth new ideas & strategies for a hybrid workforce and proactively identify areas for efficiency & scale. Because GumGum allows team members to work from home, the Office Manager will be pivotable in connecting in-person and remote teams, and creating an office environment that team members can’t wait to go to each week.

#li-hyrbid

What You'll Achieve

• Office Management / Experience
  • Greet team members and visitors to build an inclusive and engaging experience
  • Storage, Space and Design Management of the office
  • Coordinate office repairs and renovations ensuring all office infrastructure is working as designed and meeting the needs of the business
• Office Safety
  • Implement workplace safety policies and procedures
  • Security
    • Manage office access including access card management
    • Manage office security utilizing any systems and resources put in place.
  • Manage any health and safety training and/or signage
  • Manage a strict visitors register for any necessary employee visit to the office
• Shipping & Receiving
  • Handleshipping/receiving for all company mail and packages
  • Manage Fedex shipping account 
  • Securely depositing checks in a timely manner and working with Accounts Payable on any issues/concerns
• Office Vendor & Supply Management
  • Office liaison to building management, resolving including repair requests, lease needs, parking management and security needs
  • Partner with Procurement/Legal on vendor relationships 
    • Route Vendor Contracts 
    • Maintain vendor relationships/working with Legal on contract management
    • Act as point of contact for landlords, vendors and building management
  • Restock/manage of office supplies, food and inventory
    • Purchase necessary office supplies for the office's functioning using a company card
    • Submit expense reports in an accurate and  timely manner
  • Answer and direct all headquarters phone calls 
  • Perform global office support as needed
• Executive Assistant
  • Provide executive assistant support to at least one GumGum executive including calendaring/scheduling, travel and expenses
  • Other duties in this area as assigned
• Other
  • As time allows, support the People team and/or IT team on other responsibilities, projects, tasks and initiatives. This could include laptop set-up, HR projects, research for a project, filing, etc.
  • Collaborate with other Office Coordinators / Managers around the globe as needed
• ‌Event/ Experience Management
  • Collaborate with the Employee Experience team to develop and implement strategies to build and grow a strong community around the GumGum brand/culture
  • Foster a sense of belonging and connection among team members
  • Work with relevant business leads to plan, coordinate and execute events onsite in Santa Monica. These could include executive meetings, client meetings or experiences, recruitment or talent events or employee experiences.
    • Ensure budgets are determined prior to event
    • Work with local vendors to support the catering, equipment hire and logistics of running event including managing any local compliance issues (such as the service of alcohol on the site)
    • Act as a point of contact onsite for guests to ensure an excellent GumGum brand experience
    • Handle set-up, teardown and clean-up of in-office events
  • Ensure the office is always presented with an external brand awareness ensuring plants are watered, snacks are stocked, coffee machines work, HVAC issues are managed and resolved, broken furniture is removed and repaired and storage within the office is confined to designated areas.
  • Ensure meeting spaces are kept clean, whiteboards are cleared, furniture is returned to design specs and in consultation with IT, all AV and VC equipment is fully functional.
  • Manage Boardroom booking service to ensure it is always available for top priority meetings.

Skills You'll Bring

• Associates degree or equivalent experience preferable
• Location of office: Santa Monica, CA candidate will need to be able to work in the office five business days each week.
• Candidate must have a minimum of 3 years of related/relevant experience
• Experience coordinating and/or managing corporate office environments
• Experience working with vendors, procurement, property managers to proactively manage and resolve any supply or building issues
• Experience working within a hybrid company environment (in-office and work from home) is a bonus
• Brings a hospitality mindset & techniques; considers impact of actions on company and office culture
• Organized with thorough attention to detail
• An innovative problem solver who is proactive and loves to get things done in an autonomous manner 
• Exhibits sound and accurate judgment; includes appropriate people in decision-making process
• Strong interpersonal skills, good intuition, and the ability to communicate to all levels of the organization. 
• Excellent time management
  • Ability to prioritize workload, balance multiple tasks at once, and solid attention to detail
• Brings forth new ideas & strategies and identifies areas for efficiency & scale
• Ability to plan and anticipate issues and delays before critical deadlines are due
• Proficiency in Google applications specifically with Sheets, Slides, and Docs
• Friendly and willing to help
• Offers solutions
• Customer service mentality
• Extreme attention to detail
• Proactive and resourceful
• An appreciation of company culture and values and the impact that the office environment has in these areas
• Demonstrates orientation to continuous improvement and critical thinking
• Possess a client service approach and focus 
• Strong sense of accountability
• Driven and self motivated
• A problem solver and can work autonomously and in global teams 
• Resourceful: able to research potential solutions and overcome obstacles to get projects to the finish line
• Must be able to lift up to 20+ pounds as needed

What We Offer

At GumGum, competitive base pay is a part of a total rewards package which also includes benefits, an emphasis on recognition, development, and wellness. The reasonable estimated base pay range for this role is from ($79,000 - $96,000) annually.  The actual amount may be higher or lower. Individual compensation will vary based on factors including, but not limited to, relevant qualifications, work location, and labor market conditions.

The total rewards package offered also includes an employer-matched 401(k) retirement plan, and depending on the role, participation in a bonus, commission, or stock incentive program. Your recruiter can share more specifics during the hiring process. Learn more about our U.S. benefits & perks package at gumgum.com/benefits.