Office Manager

Position Summary

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.

Key Responsibilities

• 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.
• Support 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.
• Aid in 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.
• 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.
• Cook up and distribute client and employee gifts 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.
• Own uniform ordering, sizing, inventory, and distribution for relevant team members.
• Own 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 Microsoft 365 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.

Pay

$60,000 – $70,000 / year

Schedule

Full-Time, On-Site