Office Operations Manager

Job Description Fabletics Inc. is currently looking for an Office Operations Manager . How Will You Fit In? We are seeking a passionate and professional Office Operations Manager to oversee our front desk environment as well as manage our mail, conference room scheduling, and general office support operations. Our ideal candidate is a spectacular communicator who is well-organized, extremely detail-oriented, a self-starter, a fast learner, and able to solve problems while taking direction from various sources. We are looking for a team-member whose personal sense of passion and purpose shows up through how they take the initiative, improve processes and efficiency, and help to create ease and harmony in the environment around them. In this role, you will directly impact the lives of our people (employees), guests, vendors, candidates, and members (our loyal customers). The right person is adept at noticing and attending to the details, small but thoughtful actions and interactions that create a culture of support, service, and teamwork. This position will be reporting to the Director, Office Facilities . What You Will Do: Office Support Assist with meeting set up as needed. Partner with IT/Service Desk to address IT issues daily– ensuring minimal distraction/inconvenience to organization. Responsible for weekly coordination and ordering of office supplies, office beverage, food pantry supplies, first aid needs, and maintaining these processes in an organized, detailed manner. Maintain the aesthetics of the office - keeping with and reinforcing, our commitment to superior brand image guidelines. These duties include but are not limited to cleanliness of general office areas, office supply areas, preparing/resetting meeting spaces/conference rooms daily, and maintaining our reception and lobby areas. Lead by example in setting the tone for our environment and challenge others to do the same! Coordinate catering for meetings and/or events. Receiving catering requests from various departments, verifying approval, communicating approved requests to our onsite café (The Port), and ensuring all parties agree for set up and execution. Support special projects and company communications as needed, including Town Hall meetings, onsite events, People Team projects, and any administrative project requiring support on an ad hoc basis. Participate as a flexible member of the Admin Team, the People Team and the broader organization, always looking for ways to help – and raising questions when you need help – to create an environment of service, fun and harmony for all. Greet visitors as needed, focusing on world-class customer service, and ensuring guests are greeted with a smile. Assist in the onboarding process for new hires, including processing parking applications Coordinate and maintain multiple conference room calendars through Outlook; proactively suggesting ways to improve calendaring system, including research and recommendations on new technologies and processes. Demonstrate tenacious, creative, resourcefulness and problem solving to resolve competing demands for meeting space, and excellent customer service in all communications required to reach effective solutions for all involved. Address employees' queries regarding office management issues, liaise with facility management vendors, including cleaning, catering and security service. Help plan in-house or off-site activities, like parties, celebrations and conferences. Contributes to team effort by accomplishing related results as needed. Mail Operations Responsible for creating an effective mail/mail room strategy which may include daily organization and arrangement of mail deliveries, creation of mail room guidelines (coordinating with facilities) to facilitate speedy retrieval of mail, plan/coordinate schedule with external mail vendors to maximize efficiency/effectiveness of mail delivery (including time, method, cadence). Ensure that all mail has been accounted for. Notify departments and individuals of deliveries (daily), with proper judgment about urgency of communication/delivery to our General Counsel, CFO, Accounts Payable department, and other teams communicating their specific needs. Maintain postage and shipping needs of the office, including software updates, postage purchases, and account reconciliation. Identify process improvements and provide thoughtful recommendations to establish mail room best practices as the needs of the business evolve, always looking for ways to save time and money while improving service. What You Can Bring: 3- 5 years of Office Management experience in a fast-paced, dynamic corporate setting Ability to work independently as well as a part of a cohesive team; willing to go above and beyond – always looking to improve process, efficiency, and support to business Impeccable interpersonal acumen – able to interface at ease with executive team, employees, and visitors at all levels diplomatically Excellent attention to detail (proven by exceptional references and previous accomplishments) Excellent written and verbal communication skills, even under pressure and when navigating ambiguity and challenge Expert in Microsoft Outlook calendar management, including scheduling, coordinating, and prioritizing meetings and appointments. Technical abilities: Microsoft Office Suite – Outlook, Word, Excel, and PowerPoint Ability to thrive in a fast-paced, ever changing, employee/customer-centric environment Competent with conflict resolution and defusing escalated situations as needed Avid problem solver – able to create win-win situations using limited resources Ideal candidate brings foundational AI literacy, including experience using generative AI tools, and a proactive mindset to experiment with new technologies to drive productivity and innovation. Where we are: This role will be based in our El Segundo Headquarters Compensation & Total Rewards: At Fabletics, we believe work and life should fit together! We continue to build a culture of flexibility, to empower you to do your best and put yourself first. Our Total Rewards program rewards employees for their hard work, supporting their health, well-being, families, and ultimately their life journey. Total Rewards at Fabletics includes: -Hybrid Work Schedule* -Discretionary Paid Time Off* -Summer Fridays* -Healthcare Plans -Employee Discounts -401k -Annual Bonus Program -Equity Program* -And More *Varied for retail, fulfillment and fully remote roles. The annual base salary range for this position is from $68,476-$90,000. The range provided includes the base salary that Fabletics expects to pay for the role. Offered base salary will be dependent on factors including the scope and complexity of the role, candidate’s related work experience, subject matter expertise and work location. #LI-AH2 #LI-Fabletics Security Alert: Protect yourself from scams At Fabletics, we're dedicated to recruiting top talent who share our drive for innovation. To safeguard candidates, Fabletics emphasizes legitimate recruitment practices. Initial communication is primarily via official email addresses and LinkedIn; beware of deviations. Personal data and sensitive information will not be solicited during the application phase. Interviews are conducted via phone, in person, or through the approved platforms Teams or Zoom—never via messaging apps or other calling services. Offers are merit-based, communicated verbally, and followed up in writing. If personal information is requested to initiate the hiring process, rest assured it will be through secure and protected means. Fabletics, Inc. is an equal opportunity employer. We recruit, employ, compensate, develop, and promote regardless of race, national origin, religion, sex, sexual orientation, gender identity, age, disability, genetic information, veteran status, and other protected status as required by applicable. At Fabletics, Inc., we champion a vibrant workplace culture that thrives on diversity law and do not tolerate discrimination or harassment. We are one team from many backgrounds, innovating through diversity of individuals, who are driven by passion for creating an inclusive space for all. Fabletics, Inc. will continue to champion a workplace culture that prizes diversity and inclusivity. We encourage you to apply regardless of meeting all qualifications and/or requirements.