Admin and Facilities Manager

Gentle Monster is seeking an Administrative & Facilities Manager to help create and maintain a workplace experience that reflects our brand, culture, and ambitions. This role is ideal for someone who thrives in a fast-paced, entrepreneurial environment and enjoys balancing operational excellence with thoughtful attention to detail.

The ideal candidate is highly organized, resourceful and proactive with the ability to anticipate needs, solve problems independently, and deliver a consistently elevated experience for employees, visitors, and partners.

What Success Looks Like

You will be the person who ensures that our workplace, employee experience, and operational infrastructure scale alongside the business. You will bring order, efficiency, and thoughtful execution to both headquarters and retail operations, enabling teams to focus on delivering exceptional products and experiences to our customers. Through strong ownership, attention to detail, and a service-oriented mindset, you will help create an environment that reflects the quality, creativity, and ambition of our brand.

Key Responsibilities

• Own the day-to-day operations of the headquarters office, ensuring a well-organized, efficient, and inspiring work environment.
• Maintain a workplace that reflects the company's premium brand standards, attention to detail, and design aesthetic.
• Manage relationships with building management, maintenance providers, cleaning services, and other vendors.
• Coordinate office maintenance, repairs, utilities, internet, security systems, and access management.
• Oversee office supplies, equipment, furniture, and workplace inventory.
• Ensure office spaces, meeting rooms, common areas, and employee amenities are consistently maintained to a high standard.
• Support office expansion, moves, renovations, and workplace improvement projects as needed.
• Create a welcoming and elevated workplace experience for employees and guests.
• Coordinate company events, team celebrations, offsites, holiday gatherings, and other culture-building initiatives working with fellow team mates.
• Manage employee gifting, milestone recognition, and special occasions.
• Oversee the supply of office snacks, beverages and daily catered meals.
• Support onboarding and offboarding processes, including workspace setup, equipment coordination, and employee welcome experiences.
• Provide administrative support to senior leadership as required.
• Manage executive team expense reporting, invoice processing, and administrative workflows.
• Assist executive team with travel arrangements, scheduling, meeting coordination, and special projects.
• Support cross-functional teams with operational and administrative needs.
• Serve as a key operational resource for retail stores across the United States.
• Coordinate administrative and facilities-related support for retail locations, including maintenance requests, vendor coordination, supplies, utilities, and workplace services.
• Partner with retail leadership to ensure stores receive timely operational support and issue resolution.
• Help maintain consistency in workplace standards, processes, and employee experience across locations.
• Coordinate shipments, materials, and resources between headquarters and retail teams as needed.
• 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 and manage office and facilities-related budgets and expenses.
• Identify opportunities to improve efficiency, service quality, and cost management.
• Develop and refine administrative systems, workplace processes, and operational best practices.
• Take ownership of ad hoc projects in support of the company's continued growth.
• Act as a trusted resource across departments, helping teams navigate operational challenges and execute initiatives effectively.
  
  

Qualifications

• 4 years of experience in office management, workplace operations, facilities management, executive support, retail operations support, or a related role.
• Experience working in a high-growth, entrepreneurial, consumer, fashion, retail or luxury environment is strongly preferred.
• Proven ability to manage multiple priorities while maintaining exceptional attention to detail.
• Experience working directly with executives/senior leadership
• Strong organizational, communication, and project management skills.
• Experience managing vendors, facilities, budgets, and workplace services.
• Highly proactive with a strong sense of ownership and accountability.
• Resourceful and solution-oriented, with the ability to anticipate needs and address challenges independently.
• Collaborative team player who builds strong relationships across functions and levels.
• Comfortable operating in a dynamic, fast-changing environment where priorities may evolve quickly.
• Calm under pressure, adaptable, and willing to roll up their sleeves when needed.