Office Manager

Overview

The Office Manager is an experienced administrative and operational leader responsible for ensuring the smooth day-to-day operation of our office headquarters in Garland, TX, creating a professional, organized, and engaging workplace environment for our employees and visitors.

Essential Duties and Responsibilities

• Manage the reception area and provide excellent customer service to employees, vendors, and visitors.
• Greet visitors, answer questions, and direct/escort them to the appropriate staff member.
• Proactively manage office operations and resources (furniture, seating/office arrangements, storage/organization, and supplies inventory and facilitation) to ensure uninterrupted business operations.
• Check inventory levels, place orders, and re-stock supplies in an organized and cost-effective manner.
• Receive and distribute office mail, packages, and other deliveries. Mail AP checks, sample materials, and other items for the office.
• Process month-end expense report in accordance with company policies.
• Manage invoice submittals for the HR team and ensure timely processing of invoice payments.
• Support new hire onboarding with welcome kit and business card orders, preparing workstations, set-up requests, etc.
• Update various company lists and documents.
• May provide occasional support with scheduling and travel arrangements for the Executive Team and HR.
• Other ad hoc projects or assignments as needed.

Property/Facility & Vendor Management

• Manage the upkeep, cleaning, and maintenance of the property and facility. Schedule, oversee, and remain proactive and reactive on repairs, inspections, and preventive maintenance. Communicate with property management and leadership as needed.
• Manage office vendor relationships and service contracts including terms, conditions, and renewals.
• Schedule and oversee routine servicing and repairs of office equipment including copiers, shredding bins, vending machines, etc.
• Serve as a member of the Safety Captain Team.
• Ensure office safety and security policies and protocols are communicated and adhered to by staff.
• Frequently inspect the facility to ensure all areas are being kept orderly, clean, and in safe operating condition and the overall workplace environment meets professional standards.

Event Planning & Execution

• Support onsite and offsite company meetings and other events by coordinating room/venue reservations, catering/meals, overnight lodging, and other logistics) and sending communications to attendees.
• Plan and execute employee engagement events and initiatives (birthday and anniversary recognition, employee spotlight, holiday party, etc.) to foster a positive workplace culture.
• Plan and coordinate annual back-to-school supply drive and donation drop-off.
• Manage registration and logistics for the company’s participation in 5-6 large industry tradeshows annually. Provide regular status updates to leadership and ensure all milestones and deadlines are met.
• Partner with General Managers to obtain attendee list and determine location requirements hotel bookings. Secure room blocks, make reservations, and serve as primary point of contact for lodging reservations.
• Create and distribute comprehensive "Tradeshow Briefs" featuring site maps, event schedules, and other logistical details.
• Support field sales team with Master Class execution including vendor coordination (electricity, photography, food trucks, etc.) and payments, shipping materials, collecting funds from sponsorships, etc.

Qualifications

• High school diploma required. Bachelor’s degree preferred.
• Proficiency working with expense tracking software, preferably Concur.
• Must possess a valid driver’s license and have a good driving record as occasional errands may be required.
• 5+ years of experience in office management or executive support roles.
• Exceptional discretion with confidential information; strong judgment and professional presence.
• Experience negotiating and establishing contracts with vendors.
• Ability to prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Clear, professional written and verbal communication and relationship management skills.
• Strong organization, attention to detail, and event/project coordination skills.
• Ability to anticipate needs and proactively solve problems.
• Efficient and resourceful with a financial aptitude (budget, invoices, and cost management).
• Proficient in Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint) and Microsoft Teams with advanced proficiency managing the Outlook calendar.