Office Manager

Dedicated IT is a leading MSP (Managed Service Provider) with a niche focus on healthcare. Named #33 on CRN’s 2022 Fast Growth 150 List, we are a household name in Healthcare IT. Our people‑centric culture, amazing benefits and substantial year‑over‑year growth has positioned us as an employer of choice in the Managed Services space. At Dedicated IT, we are invested in our employees. Their goals, growth, and success (both professional and personal) are a top priority. We offer career planning, career advancement opportunity, education/certification reimbursement, work/life balance, great benefits, and a people‑focused culture. If you would like to know more about Dedicated IT, click the links below: Location: Palm Beach Gardens, FL - Full-Time, On‑Site Salary: $60,000 – $70,000 / year Position Overview The Office Manager at Dedicated IT is the operational backbone of our growing company, a role blending hospitality management, event coordination, and strategic oversight. This position is the front‑facing heart of the workplace, owning day‑to‑day office operations while supporting trade‑show logistics, internal events, and employee experience. As company headquarters expands from 9,000 to 25,000 sq ft, this role will be instrumental in supporting seamless scalability. It emphasizes leadership, organization, and multitasking in a dynamic, fast‑paced setting. Key Responsibilities Front‑of‑Office & Daily Operations Serve as the office's primary point of contact: greet visitors and candidates professionally, manage visitor flow (including mail and packages), and maintain a welcoming, secure front office environment. Open and close the office daily: tidy common areas, restock pantry and supplies, verify all doors are secure and locked, confirm outgoing shipments, and address any overnight items or urgent employee needs. Track invoices, submit receipts to Accounts Payable, and deliver checks to accounting or secure them appropriately. Facilitate internal communication via Teams announcements, Microsoft Forms, and employee engagement initiatives. Support executives and leadership with administrative needs as requested. Trade Show & Event Coordination Support Assist with end‑to‑end logistics for trade shows and conferences (approximately 40 to 50 per year), including hotel blocks, registrations, electrical/A/V orders, booth material shipping, and exhibitor deadline tracking. Assist with event timelines, checklists, and coordination trackers; communicate with vendors and exhibitors as directed by the Events & Facilities Manager. Manage supply orders for event materials, maintain inventory, help assemble event materials, and run event‑related errands as needed. Support budget tracking and expense documentation for events. Internal Events Planning & Execution Plan and execute employee‑focused events including monthly lunches, team outings, seasonal celebrations, birthday recognitions, and office morale initiatives. Handle all event logistics: catering coordination, setup/breakdown, RSVP tracking, and day‑of support. Capture event photos and team building moments; forward to the Marketing Coordinator for social media use. Serve as the day‑to‑day point of contact for facilities: track and coordinate repairs, schedule vendor visits, and liaise with building management, cleaning, HVAC, security, and supply vendors. Communicate applicable vendor visits or office updates to the HQ team via Teams. Coordinate badge and building access for employees and visitors; assist with security system coordination and offboarding access changes as requested by the Human Resources team. Support office expansion logistics under supervisor direction. Pantry, Supplies & Procurement Manage all pantry and office supply ordering on a weekly cadence using Amazon Business, Walmart, Sam's Club, and other vendors; maintain organized storage and adequate inventory levels. Track pantry and supply budgets, reporting spend to the Events & Facilities Manager. Onboarding, Remote Support & Travel Coordinate new hire onboarding: desk setup, badges, nameplates, welcome kits, office tours, and team introductions; ensure workspace is ready before a new employee’s first day. Coordinate shipment of equipment and welcome packages for remote employees ensuring they receive everything they need before their first day. Book and manage employee travel: flights, hotels, rental cars, and itineraries; assist with disruptions and submit documentation to Accounts Payable. Gifts, Uniforms & Shipping Own client and employee gift coordination end‑to‑end: source, assemble gift baskets or curated gifts for special occasions, manage packaging and shipping, and maintain a tracker of orders and spend. Manage uniform ordering, sizing, inventory, and distribution for relevant team members. Oversee all outbound shipping: prepare labels, coordinate carrier pickups, track deliveries, and manage return shipments and international paperwork as needed. Skills & Qualifications 3 – 5+ years in office management, operations, or a similar role, with experience overseeing larger spaces. Strong organizational, communication, and multitasking skills with exceptional attention to detail and follow‑through. Expertise in facilities oversight, vendor management, inventory control, and event coordination. Creative and resourceful approach to gift sourcing, gift basket assembly, and preparing thoughtful gifts for clients and employees on special occasions or as requested. Proficiency with Microsoft365 Suite (Outlook, Word, Excel, Teams, SharePoint); familiarity with Canva is a plus. Friendly, dependable, and service‑minded; able to manage sensitive or urgent situations calmly and professionally. Reliable transportation for errands; ability to lift up to 30  lbs. Hospitality or front‑of‑house experience (e.g., restaurant/hotel) preferred but not required. What Success Looks Like The office runs smoothly. Visitors are welcomed, supplies are stocked, and no operational ball is dropped. Trade show and internal event logistics are coordinated accurately with materials on time and on budget. New hires and remote employees receive a seamless, welcoming onboarding experience in partnership with the Human Resources team. Client and employee gifts are thoughtful, well‑executed, and delivered on time. The Events & Facilities Manager can rely on consistent, proactive support across office operations and events. This position includes occasional physical activity related to office operations and event coordination, such as bending, reaching, kneeling, lifting, carrying, and moving office supplies, packages, or equipment weighing up to approximately 30  pounds. The role may also involve walking throughout the office, setting up meeting spaces, and running occasional local business errands. Candidates should have reliable transportation to travel to nearby vendors, offices, or other local destinations as needed. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position. Thanks for your interest in Dedicated IT! Equal Employment Opportunity: Dedicated IT is committed to providing equal employment opportunities in all employment practices, without regard to race, color, religion, sex, national origin, citizenship status, marital status, age, veteran’s status, disability, sexual orientation, or any other characteristic protected by law. #J-18808-Ljbffr