Part-Time Office Manager

Part-Time Office Manager / Receptionist

Job Description Required Education: High school diploma or equivalent required. Required Experiences and Skills: 5-7 years of experience in office administration, reception, office coordination, facilities support, or a related role. Previous experience in office administration, reception, or office coordination. Proficiency with Microsoft Office Suite (Outlook, Word, Excel, Teams). Experience coordinating meetings, vendors, facilities, invoices, and administrative processes. Excellent communication and interpersonal skills. Strong organizational and multitasking abilities. Proactive, customer-service-oriented mindset with strong problem-solving skills. Preferred Candidate Background: Experience in a corporate office environment. Reception, office management, facilities coordination, or administrative support experience. Experience managing vendors, coordinating meetings and events, and processing invoices/expenses. Strong customer service background.

Position Summary We are seeking a professional, organized, and customer-focused Part-Time Office Manager / Receptionist to support the day-to-day operations of our office. This role serves as the first point of contact for visitors while ensuring the office environment remains organized, functional, and welcoming. The ideal candidate is proactive, resourceful, and adaptable, with a strong "get it done" attitude and a willingness to take ownership of tasks to ensure smooth office operations.

Key Responsibilities

• Reception & Guest Management
• Greet, register, and direct visitors in a professional and courteous manner.
• Maintain visitor logs and ensure compliance with office security and guest protocols.
• Serve as the primary point of contact for guests, employees, and vendors.
• Office Operations & Administrative Support
• Monitor office spaces and report maintenance, facility, and equipment issues to the appropriate vendors or internal contacts.
• Coordinate with building management and service providers as needed.
• Ensure common areas, conference rooms, and reception areas remain organized and presentable.
• Handle a variety of ad hoc requests from management and team members.
• Provide general administrative support, printing, binding and scheduling assistance.
• Assist with office communications and other special projects as assigned.
• Submit invoices and process expenses
• Catering & Meeting Support
• Coordinate catering requests for meetings, events, and internal functions.
• Assist with conference room setups, including arranging furniture, supplies, and refreshments.
• Support meeting and event breakdowns, ensuring rooms are returned to standard configurations.
• Monitor inventory of office and kitchen supplies and place orders as needed.
• Additional Expectations
• The responsibilities listed above are not intended to be an exhaustive list of duties. As office needs evolve, additional tasks and projects may be assigned. The successful candidate will be someone who embraces new challenges, demonstrates flexibility, and consistently approaches responsibilities with a proactive, solution-oriented mindset.
• This position is ideal for an individual who enjoys creating a positive office experience, supporting teams, and ensuring smooth day-to-day office operations.

Scope of Project: Provide reception services, office administration, facilities coordination, meeting and catering support, vendor management, invoice processing, and general office operational support. The successful candidate will be responsible for maintaining a welcoming and organized workplace while handling day-to-day administrative tasks and special projects as assigned.

Team Size/Culture: Collaborative, professional, and customer-focused environment. The candidate will interact with employees, leadership, vendors, building management, and visitors, requiring a proactive and service-oriented approach.

Training Period: 1-2 weeks of onboarding and knowledge transfer, with ongoing support as needed.

How Will Performance Be Measured: Professional and timely handling of visitors and inquiries. Accuracy and responsiveness in administrative support. Effectiveness in maintaining office operations and facilities. Timely coordination of meetings, catering, and office services. Positive feedback from employees, leadership, and visitors.

Selling Points of Position (CVP): Opportunity to be the face of the office and play a key role in creating a positive workplace experience. Diverse responsibilities with exposure to office operations, facilities, and event coordination. Collaborative and supportive team environment. Ability to take ownership and make a meaningful impact on office culture and efficiency.

SUMMARY OF DAY-TO-DAY RESPONSIBILITIES Welcome, register, and direct visitors. Manage reception and visitor logs. Coordinate vendors, building management, and facilities-related requests. Maintain office, reception, and meeting spaces. Order and manage office and kitchen supplies. Coordinate catering and meeting room setups. Process invoices and expenses. Provide administrative support, including scheduling, printing, and communications. Assist with special projects and ad hoc office requests.