Administrative & Facilities Manager

About the role

Gentle Monster is looking for an Administrative & Facilities Manager to shape and sustain a workplace that reflects the brand’s standards, culture, and growth plans. The role suits someone who performs well in a fast-moving, entrepreneurial setting and can balance operational discipline with careful attention to detail.

The right person will be organized, practical, and proactive, with the ability to anticipate needs, solve problems on their own, and deliver a polished experience for employees, visitors, and external partners.

In this position, you will help ensure that workplace operations, employee experience, and supporting systems keep pace with the company’s expansion. Your work will bring structure, efficiency, and thoughtful execution to headquarters and retail operations, allowing teams to stay focused on delivering strong products and customer experiences. With a service-minded approach and strong ownership, you will help maintain an environment that matches the quality, creativity, and ambition of the brand.

Key responsibilities

• Take ownership of the day-to-day running of the headquarters office and keep the space organized, efficient, and inspiring.
• Ensure the workplace consistently aligns with the company’s premium standards, design sensibility, and attention to detail.
• Coordinate with building management, maintenance teams, cleaners, and other external service providers.
• Handle office upkeep, repairs, utilities, internet service, security systems, and access control.
• Monitor and manage office supplies, equipment, furniture, and workplace inventory.
• Keep offices, meeting rooms, shared areas, and employee amenities well maintained at a high standard.
• Support office moves, expansions, renovations, and workplace improvement initiatives when needed.
• Help create a warm, elevated experience for staff and guests.
• Plan company events, team celebrations, offsites, holiday gatherings, and other culture-building activities with team members.
• Coordinate employee gifts, milestone recognition, and special occasion arrangements.
• Oversee office snacks, beverages, and daily catered meals.
• Support onboarding and offboarding, including workspace preparation, equipment coordination, and welcoming new hires.
• Provide administrative support to senior leadership as required.
• Manage executive expense reports, invoice handling, and other administrative workflows.
• Assist executives with travel bookings, calendars, meeting coordination, and special assignments.
• Support cross-functional teams with operational and administrative requests.
• Act as a main operational contact for retail stores across the United States.
• Coordinate facilities and administrative support for retail locations, including maintenance requests, vendor coordination, supplies, utilities, and workplace services.
• Work with retail leaders to make sure stores receive prompt operational support and issue resolution.
• Help maintain consistent workplace standards, processes, and employee experience across locations.
• Coordinate shipments, materials, and resources between headquarters and retail teams as required.
• Build and manage relationships with external vendors, service providers, and workplace partners.
• Source, negotiate, and oversee contracts and service agreements.
• Manage the company’s commercial insurance.
• Track office and facilities budgets and expenses.
• Look for opportunities to improve efficiency, service quality, and cost control.
• Develop and improve administrative systems, workplace processes, and operational best practices.
• Own ad hoc projects that support the company’s continued growth.
• Serve as a dependable resource across departments and help teams solve operational challenges and execute initiatives effectively.

Requirements

• At least 4 years of experience in office management, workplace operations, facilities management, executive support, retail operations support, or a similar role.
• Background in a high-growth, entrepreneurial, consumer, fashion, retail, or luxury environment is strongly preferred.
• Demonstrated ability to manage several priorities at once while maintaining excellent attention to detail.
• Direct experience supporting executives or senior leadership.
• Strong skills in organization, communication, and project coordination.
• Experience handling vendors, facilities, budgets, and workplace services.
• Highly proactive, with strong ownership and accountability.
• Resourceful and solution-focused, with the ability to foresee needs and handle challenges independently.
• Collaborative mindset and ability to build strong relationships across teams and levels.
• Comfort working in a dynamic environment where priorities can change quickly.
• Composed under pressure, adaptable, and willing to step in wherever needed.

Additional information

This is a full-time onsite role based in Anaheim, California.