Office Manager

Office ManagerOur vision is to provide expertise that empowers our partners to improve the effectiveness of the food system globally. Every role contributes to our values of Trust, Collaboration, and Innovation.The Office Manager supports the daily office and facility operations of the Company. This includes managing resources, facilities, and service providers to ensure the office is functional and the building is well-maintained.Job Qualifications:Education: High School Diploma or G.E.D. requiredExperience: At least two years of related administration, facilities, and event experience preferred or any equivalent combination of experience.Job Duties:1. Office & Facilities OperationsOversee day-to-day office operations and workplace services.Coordinate building and grounds maintenance, repairs, and preventive maintenance activities.Maintain building security measures, including key inventory and access management.Coordinate office moves, workstation setups, and facility space planning.Ensure common areas, conference rooms, and break areas are maintained and fully stocked.2. Vendor & Budget ManagementManage relationships with vendors and service providers, including office supplies, shredding services, mail carriers, catering providers, and facility maintenance contractors.Negotiate vendor agreements and monitor service quality and costs.Track inventory usage and support budget planning and expense management.Process invoices and maintain accurate records in accordance with company policies.3. Mailroom & Administrative ServicesManage all incoming and outgoing mail and package distribution.Coordinate shipping services, carrier pickups, and special mailing requests.Support document retention and confidential document destruction processes.Provide administrative support for office operations as needed.4. Event & Meeting CoordinationPlan and coordinate company meetings, events, and workplace activities.Manage room reservations, catering, setup, and event logistics.Ensure conference room technology is operational and coordinate support when needed.5. Safety & Workplace SupportSupport workplace safety initiatives, emergency preparedness activities, and safety committee operations.Assist with emergency response planning and facility-related drills.Promote a safe, organized, and welcoming workplace environment.6. Reception & Employee SupportServe as backup receptionist, greeting visitors and directing inquiries professionally.Support onboarding activities by preparing workstations and providing facility orientations.Maintain inventory and distribution records for designated company products and materials.Scope & Impact:Ensures business continuity by maintaining efficient office operations, functional facilities, and adequate resources for employee needs.Partners across departments and businesses to support meetings, events, and employee activities.Manages relationships with external vendors and service providers to ensure quality service, cost-effectiveness, and timely resolution.Qualifications:Customer Focus: Provides responsive, professional support to employees, leadership, visitors, and vendors.Attention to Detail: Ensures accuracy in office operations, facility coordination, and processes.Organization & Time Management: Effectively manages multiple priorities and deadlines.Communication: Demonstrates strong written and verbal communication skills.Confidentiality & Judgment: Handles sensitive information with professionalism.Technology & Systems: Works effectively with office technology and business systems.Collaboration: Builds strong working relationships across departments.Basic Physical Requirements:Approximate: 8-Hour Day (may be longer during peak season)Key: Occasional = 0% - 33%Frequent = 34% - 66%Continuous = 67% - 100%N/A = Not ApplicableStanding OccasionalSitting ContinuousWalking FrequentBending/Kneeling/Crouching/Stooping OccasionalReaching Above Shoulder OccasionalClimbing (stairs, ladders, etc.) N/AWorking on Heights:Unprotected Heights N/AProtected Heights N/ALifting Weights from 0 to 50 pounds OccasionalPush/Pull/Maneuver Equipment/Products/Materials Weighing from 0 to 50 pounds OccasionalBeing Around and/or Operating Moving Machinery/Equipment N/AOperating a Vehicle (as a part of your job) N/ARead/Monitor Gauges on Various Equipment/Machinery N/AHand Movements:Recording Data ContinuousOperating Office Equipment ContinuousOperating Computer FrequentSimple Grasping (right and left) ContinuousFirm Grasping (right and left) ContinuousFine Manipulating (right and left) ContinuousFoot Movements to Operate Foot Controls N/AGood Vision, Corrected to Normal; or Ability to Access Required Information and to Perform Job Duties YesColor Definition NoGood Hearing, Corrected to Normal; or Ability to Communicate and/or Understand Required Information and to Perform Job Duties YesAbility to be Mobile throughout Required Work Areas YesOffice OccasionalMultiple Locations N/APlant N/AEquipment/Maintenance or Repair Area N/ARough Terrain N/AOther N/ABasic Mental Requirements:This job requires the mental capabilities to learn, comprehend and communicate both orally and in writing. Additionally, common sense and logical thinking are required to complete several job duties.Working Conditions and Exposures:General office working conditions exist, including some extended periods of computer work and extended hours during peak periods of activity.Training:Safety:Emergency ProceduresFirst Aid TrainingOther:On-The-JobCQIEmployee HandbookNote: This is not necessarily an exhaustive list of the job duties and requirements associated with this job, but is intended to represent an accurate reflection of the current job.