Office Manager

Office Manager

Our team is seeking an organized, proactive, and resourceful Office Manager to maintain a hospitable, efficient office environment and provide high-level administrative support across all levels of the organization. In this role, you will oversee office operations; coordinate conference room scheduling; manage vendors, supplies, and workplace processes; and handle calendar management, meeting coordination, and other executive support tasks as needed. The ideal candidate is detail-oriented, service-driven, and able to balance multiple priorities with professionalism, discretion, and sound judgment. Proficiency in Microsoft Office tools, including Outlook, Excel, PowerPoint, and Teams, is required.

Key Roles / Responsibilities:

• Manage day-to-day office operations, including but not limited to conference room scheduling, office supply inventory, break area inventory, facility requests, and serving as the initial point of contact for all visitors and guests.
• Coordinate with property management on facility-related matters, including submitting and tracking work orders through the Impak system, supporting vendor coordination, and overseeing routine facility upkeep.
• Document, uphold, and improve processes and procedures related to procurement, inventory management, badge creation, parking and security access, vendor coordination, and other recurring office tasks.
• Provide executive support, including calendar management, scheduling meetings, coordinating appointments, preparing materials, data entry, Concur expense report preparation, invoice processing, billing coordination, and assisting with follow-up on action items as needed.
• Answer and forward telephone calls, respond to general inquiries, and serve as a point of contact for internal and external stakeholders.
• Greet and direct visitors, ensuring a professional and welcoming office experience.
• Receive, distribute, and manage incoming and outgoing mail, deliveries, and correspondence.
• Coordinate company meals, meetings, and events by ordering, receiving, setting up, and supporting logistics as appropriate.
• Assist with project management tasks, tracking timelines, deliverables, and follow-ups.
• Maintain confidentiality, use discretion in handling sensitive information, and exercise independent judgment in supporting office and executive needs.
• Assist with special projects and perform other administrative duties as assigned to support the smooth operation of the executive office and business activities.

Required and Preferred Education, Experience, and Qualifications:

• Minimum of three (3) years of experience in office administration, executive support, office management, or a similar administrative role.
• High school graduate or equivalent, required.
• Bachelor's degree in business, finance, or another related field is preferred.
• Demonstrated proficiency in Microsoft Office tools, including Outlook, Excel, PowerPoint, and Teams.
• Experience with Concur or comparable expense reporting platforms is preferred.
• Strong organizational, communication, and problem-solving skills, with the ability to manage multiple priorities and maintain confidentiality at all times.
• Bilingual candidates with proficiency in English and Spanish are encouraged to apply.

Working Conditions:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift 15 pounds at times.
• Positions self to install equipment, including under desks.
• Moves throughout the building to access files.
• Must be able to comprehend and follow written and oral instructions.
• Must be able to complete tasks even with frequent interruptions.
• Must be able to use discretion and independent judgment as needed.
• Must be able to speak clearly on the phone and to fellow workers.

Benefits:

• Competitive Compensation Package
• Medical + Dental + Vision Coverage
• 401K + Company Match
• Life Insurance + Long Term Disability Coverage – 100% Company Paid
• Health Savings Account (HSA)
• Gym Reimbursement Program
• Tuition Reimbursement Program
• Wellness Check Program - Insurance Premium Discounts
• EAP Resources
• Paid Holidays
• Paid Time Off (PTO)

This job description should not be interpreted as an exhaustive list of responsibilities or as an employment agreement between the employer and the employee. The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification and are subject to change as the needs of the employer and requirements of the job change. Any essential functions of this position will be evaluated as necessary should an employee/applicant be unable to perform the functions or requirements due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the employee/applicant when possible.

I acknowledge that I have read and understand the description of this position and have had the opportunity to ask my supervisor about any points I did not understand. I hereby state that I can perform the essential functions of this position with or without reasonable accommodation.

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.