Office Manager

Location 5030 West Lake, Chicago, IL, 60644, United States Base Pay $70,000.00 - $75,000.00 / Year Relocation Expense Covered No Employee Type Full-Time Exempt Required Degree 4 Year Degree Manage Others No About Us Topiarius is Chicago’s premier landscape design, build, and maintenance company, dedicated to transforming urban spaces into restorative outdoor sanctuaries. Since 2003, we have redefined the city’s landscape, driven by the belief that nature is essential for human well-being. Learn more at Position Overview We are seeking a Office Manager – a strategic, detail-driven leader who thrives at the intersection of high-level thinking and hands‑on execution. You will ensure our office runs seamlessly, from administrative oversight to HR operations. You are proactive, organized, and bring a mastery of follow-through, with the interpersonal skills to foster a positive, respectful environment for staff, clients, and vendors alike. You’ll join a passionate, mission-driven team shaping Chicago’s urban landscape, with the ability to make a real impact on culture and talent. You’ll have the partnership of a supportive and collaborative leadership team and the opportunity to grow with a company that values both high-level vision and operational excellence. Office & Talent Operations Serve as a model for organization, efficiency, and professionalism across all office and HR functions. Oversee the daily operations of the office, ensuring a welcoming, organized, and high-functioning environment. Lead the full employee lifecycle: recruitment, onboarding, performance management, training, and offboarding. Oversee HR policies and procedures and, when necessary, recommend updates that ensure compliance with employment laws and company standards. Administer payroll, benefits, and time‑off processes with accuracy and confidentiality. Facilitate open enrollment and benefits communications, including 401(k) and insurance programs. Support staff development through training, annual performance evaluations, and performance improvement initiatives. Partner with the Chief Operating Officer to identify and implement process improvements that drive productivity, compliance, and employee engagement. Relationship Management & Communication Act as a key point of contact for staff, clients, and vendors, representing Topiarius with professionalism and positivity. Maintain up-to-date employee and vendor records; ensure all documentation is accurate and accessible. Generate staff communications, work anniversary communications, and facilitate regular updates on HR and office matters. Provide administrative support for sales and marketing initiatives. This includes responding to, qualifying, and tracking inbound leads (via phone, email, and online submissions); assisting the sales team with annual contract turnover; ensuring contacts are kept up-to-date in HubSpot; and scheduling initial client visits to maximize the sales team’s efficiency and effectiveness. Oversee office technology, including troubleshooting, basic training, and coordination with IT services. Manage company phone systems, cell phones, and digital tools; ensure seamless communication across the organization. Utilize, maintain, and update all relevant software platforms (Microsoft Suite, Google Suite, DocuSign, Inova, Adobe Acrobat, HubSpot, Aspire, Canva). Facilities & Logistics Oversee office facilities, supplies, and vendor relationships; recommend improvements and new partnerships as needed. Manage vehicle and driver files, insurance, and DOT renewals. Facilitate company-branded apparel orders. Coordinate mail, shipping, and receiving, ensuring timely and organized processes. Arrange and support meetings, company gatherings, and special events. Participate as a member of the Leadership Team, contributing to strategic discussions and initiatives. Serve as a thought partner to the COO, providing insight and follow-through on key projects and initiatives. Essential Skills & Qualifications Bachelor’s degree from an accredited college or university; HR or business-related coursework or certification a plus. 5+ years of progressive experience in office management, HR, or business operations. Fluency in English; bilingual/conversational Spanish skills a plus. Experience working with HR/payroll systems. Demonstrated ability to think strategically while executing with precision and attention to detail. Exceptional organizational, communication, and interpersonal skills. Proven track record of follow-through and proactive problem‑solving. Fluency with Microsoft Office Suite and Google Suite. Experience supporting leadership and working cross-functionally within a team. Compensation and Benefits The annual salary range for this position is $70,000 - 75,000. Core benefits include paid time off, medical and dental insurance (PPO/HSA and HMO options), life and disability coverage, and a 401(k) with company contribution. Expected Activity and Movement Regularly sits at desk and works with computer. Intermittently moves throughout the office. Lifting (up to 40 pounds), bending on a regular basis. Who We Are Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries because we believe that people deserve to live beautifully outdoors. You can learn more about Topiarius at At Topiarius, we work with honesty, creativity, and respect. We're an upbeat, collaborative team that asks questions, learns from one another, and takes pride in delivering exceptional work. If that sounds like your kind of culture, we'd love to talk. Topiarius is a non-union company. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or other status protected by applicable law. Final candidates may be required to undergo a background check. Nothing in this job description restricts the supervisor’s right to assign or reassign duties at any time. #J-18808-Ljbffr Gabriel Group