Office Manager

Key Responsibilities

• Invoice Reconciliation & Administrative Support
• Maintain accurate invoice and purchasing records and submit documentation for approval and payment according to established procedures
• Avoid unnecessary or duplicate orders and identify cost-saving opportunities
• Track orders, deliveries, backorders, returns, and credits
• Coordinate with accounting, finance, purchasing, and site leadership as needed

Office Management & Organization

• Manage the daily administrative functions of the office and help maintain an organized, professional, and efficient workplace
• Establish and maintain filing systems, office records, shared administrative documents, calendars, and other organizational tools
• Monitor general office needs and proactively address routine administrative issues
• Coordinate meetings, conference rooms, visitors, deliveries, mail, and other office activities as needed
• Auxiliary in maintaining common areas, administrative workspaces, and office equipment
• Coordinate routine service requests and communicate with building management, maintenance providers, and other vendors when appropriate

Office Materials, Supplies & Purchasing

• Monitor inventory levels for office materials and supplies
• Order office supplies, breakroom supplies, printing materials, and other approved items while maintaining appropriate inventory levels
• Obtain quotes and coordinate purchases with approved vendors when required
• Track orders, deliveries, backorders, returns, and credits
• Help control office expenses by monitoring purchasing patterns

Site Leadership Support

• Provide administrative and organizational support to site leadership
• Aid in meeting preparation, scheduling, documentation, correspondence, presentations, and other administrative needs
• Coordinate site meetings, employee events, visitors, and leadership activities
• Track administrative action items and follow up with responsible parties when requested
• Auxiliary in special projects and operational initiatives
• Handle sensitive business information with appropriate confidentiality and discretion

General Administrative Responsibilities

• Serve as a primary administrative resource for employees and visitors
• Answer or appropriately route general office questions and requests
• Auxiliary in onboarding logistics for new employees, including workspace preparation, office materials, and administrative coordination
• Maintain office contact lists, vendor information, administrative procedures, and other operational records
• Support document preparation, scanning, filing, copying, shipping, and correspondence
• Identify opportunities to improve office organization, administrative processes, purchasing controls, and overall efficiency
• Perform other administrative and operational duties as assigned