About the Role:
This role owns the day-to-day experience of 4001 MacArthur: how it looks, how it runs, and how it feels to walk in every morning. This is our new corporate headquarters, housing both Archipelago Companies leadership and TWS, which makes up the majority of the building's staff.
The standard is considered, understated, and immaculate in the details, never showy. Nothing is ever out of place, nothing is ever left to chance, and the people who walk through the door (executives, board members, brand teams, candidates, vendors) feel that care immediately, even if they can't quite articulate why.
We need someone with real facilities and office management experience who treats a building the way a great host treats a home: quietly, constantly, and with total ownership. This is not an entry-level front-desk role. It requires judgment, discretion, and the ability to represent a premium, multi-brand portfolio without being told what that means.
Key responsibilities include but are not limited to:
Guest Experience & Front of House
- Set the tone for every visitor, from portfolio executives and board members to candidates and vendors, with warm, precise hospitality
- Own reception, guest check-in, and meeting/conference room readiness across all three floors
- Anticipate needs before they're voiced; a great office manager is felt more than seen
- Manage building access and security: badge/key provisioning, visitor logs, and day-to-day security protocols across all three floors
Events, Facilities & Vendor Management
- Serve as move-in manager for the first 6 months, standing up systems, vendors, and day-to-day operations for a brand-new building from the ground up
- Manage all building vendor relationships across 3 floors: cleaning, maintenance, security, plants, catering, and building systems
- Schedule and oversee service and repair work, holding vendors to a premium standard of finish and reliability
- Plan and execute internal events, offsites, and cross-brand gatherings hosted at 4001 MacArthur
- Maintain daily walkthrough standards for all common areas, kitchens, conference rooms, and shared spaces; nothing waits until someone complains
- Manage furniture, equipment, and office supply inventory and related budget across the full building
Safety & Emergency Preparedness
- Maintain compliance with building safety and emergency preparedness requirements, including AED maintenance and inspection, evacuation plans, and emergency contact protocols
- Serve as the building's point person during safety drills and any actual emergency, coordinating with building management and local authorities as needed
Executive & Cross-Brand Support
- Provide administrative support to Archipelago and brand leadership as needed: scheduling, meeting coordination, catering, travel logistics
- Coordinate mail, shipping, and receiving (USPS/UPS/FedEx) across departments and floors
Culture & Environment
- Champion small, sensory details that add up to a premium environment: lighting, scent, plants, music, cleanliness, quiet order
- Serve as a steady, calm presence for 45-60 people across multiple brand teams with different working styles and needs
- Uphold a consistent standard across all 3 floors so the building feels like one cohesive experience, not three separate offices stacked on top of each other
Requirements & Qualifications:
- Bachelor's degree preferred or equivalent experience in a related field
- Minimum of 5 years of office management, facilities management, or hospitality experience, ideally in a premium or multi-tenant environment
- Elevated proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat
- Expert-level written and verbal communication; analytically minded, with strong attention to detail
- Project management experience
- Strong organizational skills; able to prioritize and manage multiple competing demands seamlessly
- Extraordinarily strong people skills; able to build relationships with staff, executives, and external contacts at every level
- Takes initiative and anticipates needs before being asked
- Strong problem-solving and decision-making skills
- Handles confidential information with discretion; comfortable being adaptable to shifting priorities
- Comfortable moving fluidly between high-level executive support and hands-on office/hospitality duties
- Experience managing vendor relationships and service contracts directly
- Proficient in MS Outlook, Excel, and general office/facilities management tools
- Reliable, punctual, and available in-office; this is fundamentally a hands-on, on-site role
- Actively seeks out AI-enabled tools and emerging technologies, adapting quickly to leverage them for improved productivity, deeper insights, and more effective processes, while exercising sound judgment and maintaining compliance with organizational standards
Location & Office Structure: This is a full-time, in-office position in Newport Beach, CA, requiring attendance five (5) days a week, Monday through Friday. Subject to change without notice as per company guidelines.
Compensation: The salary range for this position is $85,000 to $120,000 plus opportunity for annual bonus; salary is based on the experience that you bring to the position.
Benefits and Perks:
- Complimentary chef prepared breakfast and lunch provided Monday - Thursday
- Generous product gift program and all brand discounts
- Company bonus program
- 5 year and 10 year Milestone Anniversary travel gifts
- Medical, Dental, Vision insurance in accordance with plan guidelines
- Company paid life insurance in accordance with plan guidelines
- 401k with employer match in accordance with plan guidelines
- 15 Days of PTO accrued annually, plus one additional day of PTO every year on your anniversary, and 3 Floating Holidays per year
- Paid beach and giveback days, bi-annual team building events and other in-person celebrations
- Work with talented and great people who share a love of the ocean lifestyle
