Office Manager

Job Description

Job Description

Position Summary

The Office Manager keeps Horning’s main office running. This role owns the physical workplace and the administrative systems behind it: office operations and vendor coordination, reception, mail and records, supplies and purchasing, and workspace setup for new employees. It also owns Horning’s company events and employee activities, including planning the annual Core Values Conference and holiday party, and serves as the direct administrative resource for the executive team. Success looks like an office that runs without anyone having to think about it: requests closed rather than tracked, supplies always stocked, events that land without friction, and time-sensitive documents delivered on time.

Key ResponsibilitiesOffice Operations, Facilities, and Vendors

• Own the day-to-day operation, appearance, organization, and functionality of the main office, and serve as the internal point of contact for office, facilities, and general workplace questions.
• Coordinate with building management and outside vendors on maintenance requests, repairs, services, and contractor access, tracking each item through completion.
• Maintain office procedures, administrative workflows, and shared calendars, and communicate building notices and office updates to employees.

Company Events and Employee Activities

• Plan and execute Horning’s company events end to end, including the annual Core Values Conference and holiday party, owning timeline, budget, venue, vendors, catering, invitations and RSVPs, materials, day-of execution, and wrap-up.
• Serve as the central coordinator for company-wide employee activities, recognition events, and seasonal programming, partnering with HR and the executive team on concept, scheduling, and communication.
• Manage event budgets against approved targets, solicit and compare vendor quotes, reconcile invoices and receipts after each event, and recommend improvements for the following year.
• Coordinate logistics for quarterly, financial, budget, and management meetings and company trainings, including venues, catering, presentation materials, and day-of setup and breakdown.

Reception, Mail, and Courier Services

• Greet and assist visitors, applicants, vendors, residents, and guests, maintain a professional and welcoming reception area, and keep the Front Desk Manual and main office phone directory current.
• Monitor the automated phone system and general office email inboxes, screen and route calls reaching the main line, and maintain inquiry and complaint logs for follow-up.
• Receive, sort, scan, and distribute incoming mail and packages, maintain employee mailboxes, and prepare outgoing mail, overnight shipments, and courier and messenger services.
• Coordinate document and material flow between the main office and properties, including checks, payroll materials, and other time-sensitive items.

Meetings, Supplies, and Shared Spaces

• Schedule and coordinate company, management, and departmental meetings, manage conference room and shared-resource calendars, and handle logistics end to end including setup, catering, materials, and reset.
• Monitor and maintain inventory of office, kitchen, conference room, and mailing supplies, including specialized items such as check paper, and replenish before stock is depleted.
• Coordinate purchases of office equipment, furniture, and recurring monthly services, maintain purchasing records, and monitor spending against budget.
• Keep the kitchen, breakroom, reception, and other shared areas organized and presentable, including beverage stations, daily dishwasher operation, refrigerator cleanout, and appliance service.

Records Management and Filing

• Serve as the administrative contact for records storage and shredding vendors, and coordinate records storage, retrieval, return, and secure destruction with supporting documentation.
• Maintain company administrative filing systems and organized current and archived records and assist with physical filing including AP and AR filing as assigned.

Workplace Services, Safety, and Employee Workspace

• Manage employee parking, including the monthly invoice, passes, validations, and changes, and coordinate visitor parking, building access, badges, and keys with building management.
• Coordinate life-safety testing and inspections with vendors and building management, run fire drills and evacuation activities, and maintain emergency contact documentation.
• Prepare physical workspaces for new hires and coordinate internal office moves and the non-technical requirements of employee departures, partnering with HR and IT.

Executive Administrative Support and Communications

• Provide administrative and clerical support to the executive team, preparing correspondence, business documents, spreadsheets, PowerPoint presentations, and executive-level reports.
• Manage executive calendars, including scheduling and rescheduling meetings, resolving conflicts, and preparing meeting materials and documents in advance.
• Book occasional business travel for executives, including flights, hotels, ground transportation, and conference registration, and prepare itineraries and expense documentation on return.
• Coordinate Horning’s social media presence in partnership with executive leadership, including oversight of third-party vendors, reviewing content calendars and drafts before publication, gathering property and event photos, and keeping output consistent with Horning’s brand. Deep marketing expertise is not required.
• Process routine invoices in Nexus, assist with weekly check distribution including mailing, vendor pickups, and delivery to properties, maintain vendor certificates of insurance, and complete special projects as assigned.

Required Qualifications

• High school diploma or GED required, plus five or more years of office management, executive administrative, or senior administrative support experience, preferably in a corporate office setting.
• Demonstrated experience planning and executing company events end to end, including budget, vendor, and day-of management.
• Advanced proficiency with Microsoft Outlook, Word, Excel, and PowerPoint, including building spreadsheets and presentations from scratch.
• Demonstrated experience coordinating vendors and service requests to completion, with the organizational skill to manage competing requests without dropping any of them.
• Professional written and verbal communication skills and a polished presence with visitors, vendors, and executives.
• Sound judgment and discretion with confidential payroll, personnel, and financial information, and the ability to work independently, anticipate needs, and follow through without reminders.
• Reliable on-site attendance Monday through Friday, availability for occasional evening and weekend event work, and a valid driver’s license with reliable transportation.

Preferred Qualifications

• Bachelor’s degree in business, communications, hospitality, or a related field. Equivalent experience is considered.
• Experience in property management, real estate, or another multi-site organization, and experience coordinating social media content or outside creative vendors.
• Experience with Nexus, Yardi, or comparable AP and property management systems. Notary commission in the District of Columbia a plus.

Physical Demands and Work Conditions

• Work is performed on site five days per week in a standard office environment, with frequent sitting at a computer. Occasional evening and weekend hours are required in connection with company events.
• Moves throughout the office regularly, with standing, bending, and reaching to access supplies and storage, and lifts and carries supplies typically up to 25 pounds.

Horning is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to without regard to race, religion, color, national origin, sex, age, status as a protected veteran, status as a qualified individual with disability, or any other characteristic protected by applicable federal, state or local laws and ordinances.