Office Manager

Office Manager

Manages and coordinates the administrative functions of the assigned department and area. Reports to a Vice President Chairman or Department Manager. The Office Manager Facilities Operations is responsible for the day-to-day management and coordination of building operations to ensure a safe clean efficient and fully functional work environment for all occupants. This role serves as the primary on-site liaison for Facilities Security IT Environmental Services and external vendors overseeing the timely resolution of maintenance safety access and operational issues across the building. The position manages conference room operations space readiness mail and package services office supplies vendor performance and on-site event logistics while maintaining accurate tracking systems and operational documentation. Operating with a high degree of independence this role triages and escalates issues as needed ensures compliance with organizational safety and environmental standards and supports emergency preparedness activities. The Office Manager has a direct impact on employee experience operational continuity and the overall functionality and reputation of the physical workplace environment.

Manages day-to-day building operations to maintain a safe clean functional and compliant work environment continuously monitors building conditions triages and tracks all maintenance and repair requests through to resolution and ensures adherence to hospital-wide safety environmental and infection control standards.

Serves as the primary on-site liaison between building occupants Facilities leadership Security IT Environmental Services and external vendors communicates building updates planned disruptions and operational changes to relevant stakeholders and escalates unresolved issues to appropriate teams in a timely manner.

Coordinates conference room and shared space operations including reservation management room setup A/V functionality equipment readiness and scheduling conflict resolution to ensure optimal utilization of shared spaces on an ongoing basis.

Manages building access security mail and transportation services in coordination with Security and Parking oversees visitor management badge access mail and package receipt and distribution outgoing courier services and employee and visitor parking needs.

Maintains operational documentation and supply inventory manages logs trackers and reports related to facilities requests maintenance activity and vendor performance oversees office supply ordering to maintain appropriate stock levels and cost efficiency and provides administrative reporting support as needed.

Oversees vendor and service coordination including cleaning repairs scheduled maintenance and deliveries monitors vendor performance to ensure work is completed on time and in accordance with building standards.

Supports on-site logistics for meetings events and leadership visits including space readiness room configuration A/V setup and hospitality preparation in advance of scheduled activities.

Education: Bachelors degree or equivalent combination of education and experience. At least three years minimum experience in a similar office setting or equivalent combination of education and experience.

KSAs: Working knowledge of building operations facilities coordination and office management best practices including the ability to identify and proactively address operational gaps. Strong organizational and coordination skills with high attention to detail and the ability to manage multiple workstreams simultaneously while maintaining accuracy and follow-through. Demonstrated ability to triage issues exercise sound judgment escalate appropriately and anticipate needs before issues arise to ensure timely resolution of operational concerns. Strong written and verbal communication skills with a professional customer service orientation and the ability to interact effectively with staff leadership vendors and external partners across diverse stakeholder groups. Proven ability to build working relationships across functions including Facilities Security IT Environmental Services and external vendors to support seamless operations. Proficiency in Microsoft 365 (Word Excel PowerPoint Outlook) and comfort utilizing internal systems for work order tracking space management and reporting. Ability to maintain discretion professionalism and composure in a fast-paced healthcare environment including during urgent or high-pressure situations.

Compensation Range: $56,000.00- $78,500.00. This range offers an estimate based on the minimum job qualifications. However our approach to determining base pay is comprehensive and a broad range of factors is considered when making an offer. This includes education experience skills and certifications/licensures as they directly relate to position requirements as well as business/organizational needs internal equity and market-competitiveness. In addition BMCHS offers generous total compensation that includes but is not limited to benefits (medical dental vision pharmacy) discretionary annual bonuses and merit increases Flexible Spending Accounts 403(b) savings matches paid time off career advancement opportunities and resources to support employee and family well-being. NOTE: This range is based on Boston-area data and is subject to modification based on geographic location. Equal Opportunity Employer/Disabled/Veterans