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General Affairs (GA) Function

Mission​

Create and maintain an efficient, safe, and inspiring physical workspace that enables creative excellence while managing facilities, equipment, vendor relationships, and operational logistics that keep the business running smoothly.

Scope​

  • Facilities management (studio, office, storage spaces)
  • Office operations and admin support
  • Vendor management and procurement
  • Equipment maintenance and asset tracking
  • Sample room and material library management
  • Studio coordination and scheduling
  • Health, safety, and security protocols
  • Mail, shipping, and logistics coordination

Key Responsibilities​

Facilities Management​

Our physical workspace is the heart of our creative operations. GA manages three key spaces: the main production studio (3,000 sq ft) where sewing and assembly happen, the design studio (1,200 sq ft) with fitting rooms and workstations, and our fabric storage warehouse (800 sq ft). This includes coordinating with landlords, managing lease renewals, overseeing repairs, and ensuring spaces are clean, safe, and functional.

We track maintenance schedules for HVAC systems (critical for fabric storage to prevent moisture damage), lighting (essential for color accuracy in fabric selection), and plumbing. When a sewing machine station needs better lighting or the fitting room AC breaks during summer, GA coordinates repairs quickly to minimize production downtime.

Office Operations​

While much of our focus is on production spaces, GA also manages traditional office functions: ordering supplies, managing printers and office equipment, coordinating cleaning services, and ensuring the kitchen is stocked. We maintain relationships with service providers (janitorial, security, IT support) and handle contract renewals.

GA is also the first point of contact for visitors—client meetings, supplier visits, potential investors—ensuring reception areas are presentable and guests are welcomed professionally.

Sample Room Management​

One of our unique responsibilities is managing the sample room where fabric swatches, trim samples, and reference materials are organized. This library contains thousands of fabric samples from suppliers worldwide, organized by material type, color family, and supplier. GA ensures:

  • New samples are logged and filed systematically
  • Sample requests from designers are fulfilled quickly
  • Inventory is maintained and old samples are archived or discarded
  • The room is climate-controlled to preserve fabric integrity

Designers rely on this resource daily to select materials for new projects, so keeping it organized and accessible is critical.

Equipment Maintenance​

Fashion production requires specialized equipment: industrial sewing machines, sergers, cutting tables, dress forms, steamers, irons, and more. GA maintains a preventive maintenance schedule for all equipment, coordinating with technicians for repairs and tracking warranties.

We keep an asset inventory with purchase dates, maintenance history, and replacement timelines. When a sewing machine needs repair, GA coordinates with the technician and arranges a loaner if needed so production isn't delayed.

Studio Coordination​

The production studio operates on a tight schedule with multiple teams sharing space. GA manages the studio calendar, coordinating access for:

  • Production teams working on active orders
  • Photo shoots for marketing or client presentations
  • Fittings with clients or models
  • Equipment maintenance windows

This requires balancing competing demands and communicating schedule changes clearly to all stakeholders.

Vendor Management​

GA manages relationships with dozens of vendors providing materials and services: fabric suppliers, trim vendors, thread suppliers, button makers, cleaning services, equipment repair technicians, security companies, and more. Responsibilities include:

  • Onboarding new vendors and negotiating contracts
  • Maintaining vendor contact database in Notion
  • Processing purchase orders and coordinating deliveries
  • Evaluating vendor performance and exploring alternatives
  • Managing vendor access to facilities (deliveries, repairs)

Strong vendor relationships mean better pricing, faster service, and flexibility when we need rush orders or special accommodations.

Procurement​

When departments need materials or equipment, GA handles procurement logistics: obtaining quotes, comparing suppliers, placing orders, tracking shipments, and coordinating delivery. For recurring purchases (office supplies, cleaning supplies, basic sewing supplies), GA maintains stock levels and reorders proactively.

For capital purchases (new sewing machines, furniture, studio equipment), GA coordinates with Finance for budget approval and oversees the purchasing process from vendor selection to installation.

Shipping & Logistics​

GA coordinates outbound shipments of finished costumes to clients, managing relationships with shipping carriers (FedEx, UPS, freight companies for large orders). This includes:

  • Packaging standards to ensure costumes arrive undamaged
  • Shipping documentation and insurance
  • Tracking and delivery confirmation
  • Handling returns or exchanges

For international clients (common for high-profile K-pop performances), GA manages customs documentation and coordinates with freight forwarders.

Health & Safety​

GA ensures the workplace meets safety regulations, conducting regular inspections and maintaining compliance with OSHA standards for manufacturing facilities. This includes:

  • Fire safety equipment (extinguishers, alarms, exit signage)
  • First aid supplies and emergency procedures
  • Ergonomic workstation setup to prevent repetitive strain injuries
  • Proper ventilation for areas using fabric treatments or adhesives
  • Security systems (alarms, cameras, access control)

GA conducts quarterly safety training for all staff and maintains emergency contact lists.

Core Processes​

Tools & Systems​

  • Notion: Vendor database, maintenance schedules, asset inventory, studio calendar
  • Google Calendar: Shared studio scheduling and facilities reservations
  • Slack: #general-affairs channel for requests and coordination
  • AssetTiger: Equipment tracking and maintenance history
  • BuildingEngines: Facilities work order management
  • ShipStation: Shipping label generation and tracking
  • Dropbox: Vendor contracts, warranties, equipment manuals

Key Metrics​

  • Maintenance Response Time (target: \<4 hours for urgent, \<24 hours for routine)
  • Equipment Uptime (target: 98%+ for critical production equipment)
  • Vendor On-Time Delivery (target: 95%+ for scheduled deliveries)
  • Facility Cost per Sq Ft (target: <$18/sq ft/month including utilities)
  • Sample Room Access Time (target: \<15 minutes to fulfill designer requests)
  • Safety Incidents (target: 0 per quarter)
  • Shipping Damage Rate (target: \<1% of outbound shipments)
  • Procurement Cost Savings (target: 5%+ annually through vendor negotiations)

Team Structure​

  • GA Manager (A) - Overall facilities and operations strategy, vendor relationships, budget ownership
  • Facilities Coordinator (R) - Day-to-day maintenance, repairs, vendor coordination
  • Sample Room Coordinator (R) - Fabric library management, sample organization, designer support
  • Admin Assistant (S) - Office operations, supply ordering, reception support
  • Shipping Coordinator (S) - Outbound logistics, packaging, carrier coordination
  • Security Lead (S) - Part-time role managing security systems and protocols

The GA Manager is Accountable for all facilities and operational decisions. The Facilities and Sample Room Coordinators are Responsible for executing key processes. Support staff handle specialized functions (admin, shipping, security).

For major facilities decisions (lease renewals, capital improvements, vendor contract changes over $10K), the GA Manager Consults with CFO and CEO before finalizing.

See Responsibilities for detailed RABSIC matrix.