Office Manager & Facilities Lead

About the role

At Gravie, we create health benefits that benefit small and midsize businesses and their employees. As the Office Manager & Facilities Lead, you will oversee the day‑to‑day operations of the Northeast Minneapolis office, serve as the main point of contact for the building, and partner with leadership on facilities strategy, lease and insurance needs, and the coordination of internal meetings and company events.

Responsibilities

• Serve as the primary on‑site contact for the office, welcoming guests and supporting employees with day‑to‑day office needs.
• Act as the main point of contact for the building, partnering with property management and building staff on access, maintenance, tenant communications, and after‑hours needs.
• Support the Chief Accounting Officer with insurance and lease‑related requests, including certificates of insurance, lease documentation, vendor insurance compliance, and renewal timelines.
• Partner with the Chief of Staff to support facilities management at a strategic level, including space planning, long‑term vendor strategy, budget planning, and anticipating future office needs as the company grows.
• Maintain a clean, organized, and fully functional office environment, including supplies, mail, food and beverage, and general upkeep.
• Own vendor and service provider relationships, including contracts, scheduling, and resolution of maintenance and delivery needs.
• Own logistics for internal meetings, company events, and engagement events (monthly lunches, quarterly happy hours, etc.).
• Coordinate with the HR team to support employee engagement activities throughout the space, helping bring culture and connection to life on‑site.
• Manage office systems including security, keycard access, and facilities processes such as badge issuance/deactivation and vendor contract renewals.
• Own onsite new hire onboarding logistics, including first‑day setup, office tours, seating chart assignments, and parking pass coordination.
• Track office supplies, inventory, and operational expenses, owning budget accuracy and forecasting.
• Oversee space setup and general office organization to meet evolving team needs.
• Communicate office updates and important information through internal channels.
• Serve as the on‑site point of contact for facilities and IT issues, triaging requests and escalating to the appropriate team or vendor.
• Manage day‑to‑day prioritization of office needs and adapt to changing operational demands.

Requirements

• 4+ years of experience in office coordination, facilities, administrative roles, hospitality, customer service, or operations.
• Ability to work independently and make day‑to‑day operational decisions, including vendor and budget management.
• Experience managing multiple priorities in a fast‑paced environment.
• Experience and comfort partnering with executives and external building or property management contacts.
• Proven organizational skills and attention to detail.
• Proactive, solution‑oriented mindset with strong ownership of responsibilities and/or projects.
• Availability to work on‑site full‑time, Monday through Friday, at the NE Minneapolis office.
• Availability for occasional after‑hours facilities needs (estimated a few times per quarter).
• Comfortable with regular physical demands of the role: ability to sit for extended periods, frequent walking, and lifting/carrying supplies up to 35 lbs and moving furniture for events.

Skills

• Experience coordinating office operations, meetings, or small‑to‑large events.
• Familiarity with office systems such as FreshService, Prism, or access‑control tools.
• Exposure to vendor coordination, contract negotiation, or facilities‑related work.
• Experience with commercial leases, certificates of insurance, or landlord/property‑management coordination.
• CPR/First Aid certification or interest in serving as an on‑site safety point of contact.