Office Manager

Job Description

Job Description

Job Description: Office Manager

Job Summary

We are seeking an organized, proactive, and highly resourceful Office Manager to oversee day-to-day operations. The ideal candidate will serve as the central hub of the office, supporting executive leadership, managing vendor relationships, and fostering a positive workplace culture. This role requires a professional who can handle competing demands under pressure while maintaining complete confidentiality and a high degree of integrity.

Key Responsibilities

Office Operations & Vendor Management

• Manage daily office operations for a team of 50+ employees, including ownership.
• Maintain overall office appearance, functionality, and equipment.
• Handle procurement of office supplies, weekly groceries, and inventory management.
• Manage vendor relationships and coordinate office maintenance services.
• Supervise incoming and outgoing mail, packages, and general correspondence.

Executive Support & Travel Coordination

• Provide high-level administrative support to ownership and staff.
• Coordinate complex travel logistics for executives, board members, and clients.
• Manage and process bi-weekly expense reports utilizing systems like Concur.
• Assist with personal executive travel logistics and special projects as needed.

Meeting & Event Planning

• Plan and execute corporate events, including Board of Directors (BOD) meetings, offsite conferences, holiday parties, and office happy hours.
• Coordinate internal and external meetings, manage room reservations, schedule catering, and prepare meeting materials.
• Keep precise meeting minutes and distribute agendas.

Financial & Management Reporting

• Assist leadership with critical management reports, including Workload Projections (WLP), 3-Month Forecasts, and Soft Backlog tracking.
• Support data tracking and updates within CRM databases like Salesforce or Alta Return.
• Coordinate with finance, contracts, and legal teams on administrative workflows.

HR Support & Office Culture

• Serve as an ambassador for company culture initiatives to encourage employee engagement.
• Assist with onboarding and onsite training for new team members.
• Greet clients and visitors, acting as the professional face and gatekeeper of the office.

Qualifications and Skills

Experience & Education

• Experience: Minimum of 3–5 years of experience in office management, executive assistant, or senior administrative roles. Experience managing remote offices is a plus.
• Education: Bachelor’s degree preferred (degrees in Political Science, English, or business-related fields are highly valued).
• Certifications: Notary Public designation is highly preferred.

Technical Skills

• Proficient in Microsoft Office Suite (Advanced PowerPoint, Excel, Word, and Outlook).
• Experience with expense management software.
• Familiarity with Customer Relationship Management (CRM) tools.
• Experience with accounting and document management systems (e.g., QuickBooks, DMS) is an asset.

Core Competencies

• Excellent organizational skills with the ability to juggle multiple competing schedules and priorities.
• Strong discretion and judgment when handling sensitive and confidential information.
• Exceptional communication skills and a responsive, collaborative team ethic.