Office Manager

Office Manager

The Office Manager is responsible for overseeing daily office operations while delivering a highly professional front-of-house and receptionist function. This role ensures a seamless, efficient, and welcoming environment for clients, vendors, and employees. The position combines administrative leadership, office coordination, and first-point-of-contact responsibilities to support overall business operations and client experience.

Knowledge, Skills and Experience

Thorough knowledge of the industry

Strong front-of-house presence with a professional, courteous demeanor

Exceptional verbal and written communication skills

Excellent telephone etiquette and client-facing skills

Strong organizational and multitasking abilities in a fast-paced environment

Ability to work under pressure and meet time-sensitive deadlines

Proven problem-solving skills with sound judgment

Strong relationship-building capabilities across all levels

High attention to detail and accuracy

Proficiency in Microsoft Office and internal systems (Moveware / HubSpot)

Ability to manage competing priorities and workflows

Team-oriented with a proactive and adaptable mindset

Key Responsibilities

Office Management & Administration

Manage and streamline overall office infrastructure and workflows

Oversee all clerical and administrative functions of the office

Improve and implement office processes to drive efficiency

Track, order, and manage office supplies and inventory

Maintain organized documentation systems and records

Complete digital documentation accurately and efficiently

Reception & Front-of-House Management

Serve as the primary point of contact for all visitors, clients, and vendors

Greet and welcome guests in a professional and courteous manner

Maintain a clean, organized, and presentable reception area at all times

Manage incoming calls, screen and direct appropriately

Monitor and respond to voicemail messages daily

Handle general inquiries via phone, email, and in-person interactions

Ensure all visitors are properly logged and directed in accordance with company procedures

Provide a high level of customer service, ensuring a positive client experience at all touchpoints

Supervise front desk operations and ensure consistent service standards

Communication & Coordination

Direct all inquiries to the appropriate departments in a timely manner

Liaise with Account Managers regarding scheduling, deliveries, and collections

Maintain and update warehouse calendars, including scheduling collections and deliveries

Ensure all calendar-related documentation is created and distributed as needed

Coordinate with warehouse and operational teams to ensure alignment

Operational Support

Input and manage entries in Moveware and HubSpot accurately

Organize and distribute documents across departments

Support overflow calls and administrative needs from Client Services

Assist in coordinating internal activities and office logistics

Provide general administrative support to management and staff

Compliance & Workplace Standards

Ensure adherence to all company policies and procedures

Maintain compliance with Health & Safety standards

Promote a professional, respectful, and efficient workplace environment

Act as an ambassador of the company at all times

General Expectations

Work collaboratively across all departments

Maintain awareness of cross-functional responsibilities

Demonstrate flexibility and a team-oriented approach

Escalate concerns appropriately to management

Uphold professionalism in all internal and external interactions