Office Manager

Description

The Office Manager is responsible for ensuring efficient day-to-day operations of CloudHQ’s headquarters and for maintaining a professional, organized, safe, secure, and welcoming workplace for 100+ employees and office guests. The work is broad-ranging, requiring someone who can cover a variety of roles. This role requires an individual who can be proactive, with excellent interpersonal and organization skills to keep the office operating at an optimal level.

JOB SUMMARY

The Office Manager is responsible for ensuring efficient day-to-day operations of CloudHQ’s headquarters and for maintaining a professional, organized, safe, secure, and welcoming workplace for 100+ employees and office guests. The work is broad-ranging, requiring someone who can cover a variety of roles. This role requires an individual who can be proactive, with excellent interpersonal and organization skills to keep the office operating at an optimal level.

Principal Duties and Responsibilities

• Manage all aspects of office space planning (moves, adds, changes to offices and work stations) including hoteling spaces
• Ensure professional, cleanly, functional, and attractive presentation of the office at all times
• Serve as the primary liaison, maintaining positive and collaborative relationships with vendors and building management to support comfort, safety, and security of office space.
• Coordinating with leadership on office design and selection of furnishing and accessories
• Oversee maintenance, repair, and replacement of office equipment (printers, kitchen appliances, phones, etc.) and furniture cost effectively
• Execute catering and conference space coordination requests for in-person events where requested
• Manage large-scale company and office events from invitations, space coordination and design, catering, entertainment, and tech support
• Facilitate and manage company social outreach efforts including volunteering, charitable drives, and related efforts
• In collaboration with leadership, manages selection, purchase, and distribution of company-branded items (e.g. apparel, swag)
• In collaboration with internal project managers and general contractors, serve a key role on office construction projects, including coordination of temporary work spaces
• Accurately and efficiently maintain office management budget and invoice payment
• Develop and maintain documented office procedures, trackers, vendor information, and coverage plans to support continuity of office operations.
• Maintain up-to-date vendor lists and contracts
• Contribute to new employee onboarding and maintain up-to-date internal FAQs, guides, and general office information on intranet
• Support travel plan administration for visitors to corporate office and VA sites, including management of corporate apartments
• In collaboration with the Security team and building management, support effective administration of physical office security, including employee, vendor, and visitor access.
• In collaboration with HR, EHS, and building management, support office safety programs including emergency preparedness
• Manage mail delivery, shipping and receiving
• Communicate effectively with colleagues on all levels to share office and building updates
• Maintain appropriate office inventory levels of office supplies, ensuring office resources remain available, properly stocked, and well organized
• Manage Office Administration team with the ability to provide back-up for respective functions

JOB QUALIFICATIONS

Education: Bachelor’s degree in business administration, hospitality, or related field preferred

Experience : 5+ years of progressively responsible experience managing the operations of a professional office, hospitality organization, or comparable environment

Required Knowledge/Skills/Abilities:

• Experience managing relationships with building management, contractors, and vendors
• Working knowledge of workplace safety, physical security, access control, visitor management, and emergency preparedness activities
• Proactive, resourceful, and solutions-oriented approach, with demonstrated ownership of issues through resolution
• Exceptional attention to detail with a strong work ethic and self-motivation
• Strong interpersonal and customer services skills with the ability to interact professional with employees and guests at all levels
• Excellent written and verbal communication skills, including the ability to communicate clearly during urgent, sensitive, or emergency situations
• Ability to use independent judgement and sound decision-making skills in situations that impact project timetables, direction, and outcome
• Responsible attitude with strong work ethic; leading by example in attendance, attitude and technical work product.
• Strong teaming skills; works well with internal and external team members and drives execution through collaboration and networking
• Thrives in a fast-paced, changing environment
• Ability to manage multiple projects at the same time
• Ability to handle confidential information with professional discretion
• Proficiency in Microsoft Office/365, with emphasis on Excel
• Ability and willingness to work in-person Monday through Friday and work extended hours when required