OFFICE MANAGER

Job Description


The Office Manager owns the day-to-day operations of the office, ensuring a high-performing, organized, and well-maintained workplace that enhances employee experience and supports business operations. This role serves as a central hub for coordination across teams, managing vendors, facilities, and internal processes with a high level of organization, communication, and accountability, while embodying Coastal's GOT BEEF mindset and commitment to Building Better Lives.


Essential Duties / Responsibilities:
• Own and manage day-to-day office operations to ensure a well-functioning, organized, and professional workplace
• Serve as the primary liaison with Building Management for escalated and system-wide facility-related issues affecting office operations
• Coordinate and oversee day-to-day office maintenance and facility needs, including HVAC service, lighting replacements, appliance repairs, touch-up painting, and general upkeep
• Respond to and fulfill internal staff requests related to workspace repairs, adjustments, and office functionality
• Coordinate annual fire department inspections, including scheduling, on-site support, permit management, and processing of associated fees
• Manage vendor relationships and service agreements for office equipment, maintenance, and amenities (e.g., printers, water services, repair vendors), ensuring timely service and cost efficiency
• Oversee office cleaning services and ensure adherence to cleanliness standards and schedules
• Manage procurement of office supplies, furniture, and equipment, including vendor coordination, order tracking, and inventory consistency
• Standardize office and project office supply procurement by establishing preferred vendor programs, corporate accounts, and pre-approved product lists
• Maintain and continuously improve standardized supply lists across offices and project teams to ensure consistency and cost control
• Administer building and parking access, including issuing, tracking, and deactivating employee access credentials
• Manage and maintain the office seating plan, including updates for new hires, moves, and organizational changes
• Review, process, and approve invoices related to office operations and services, ensuring accuracy and proper budget tracking
• Oversee recurring office-related vendor invoices to ensure continuity of service and financial accuracy
• Maintain accurate and organized records, including preparation, review, and filing of office-related licenses, permits, and documentation
• Coordinate logistics and execution of company meetings and events, including venue coordination, vendor management, catering, A/V, materials, and day-of support
• Supervise and provide daily direction to the Receptionist, ensuring consistent and professional front desk operations
• Support and execute special projects as assigned with minimal oversight in a fast-paced environment


Education and Experience:
• Bachelor's Degree or equivalent experience
• 3+ years Managing a business office or administrative support role

Knowledge and Skills Required:

• Proven experience in administrative, office management, or operations support roles
• Strong organizational and time-management skills with attention to detail
• Excellent verbal and written communication skills
• Ability to multitask and prioritize effectively in a dynamic work environment
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
• Strong problem-solving skills and ability to work independently

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Top of Form

Bottom of Form