Office Manager - IN PERSON

Responsibilities

• Maintain a clean, organized, and professional office environment — proactively identifying and resolving issues without being asked
• Reset and tidy conference rooms after meetings; anticipate room needs based on the day's schedule
• Ensure the kitchen, common areas, and bathrooms are consistently well-stocked and presentable
• Monitor and restock office, kitchen, and bathroom supplies — tracking usage patterns and staying ahead of shortages
• Distribute incoming mail and manage outgoing shipments
• Serve as the primary point of contact for facilities issues; escalate and coordinate repairs or maintenance as needed
• Own relationships with office vendors (cleaning services, supply vendors, maintenance, etc.)
• Evaluate vendor performance and proactively recommend changes when service or value falls short
• Negotiate and manage vendor agreements in partnership with the Executive Assistant
• Coordinate building access, parking, and office infrastructure needs
• Manage and track the office operations budget, flagging variances and identifying cost-saving opportunities
• Process and reconcile office-related expenses and purchase orders in a timely manner
• Provide regular budget reporting to the Executive Assistant and leadership as requested
• Make informed purchasing decisions that balance quality, cost, and company needs
• HR & Onboarding Coordination
• Compile and ship new hire welcome kits and computer equipment, partnering with the Director of Information Security to ensure accuracy
• Coordinate new hire logistics to ensure a smooth, welcoming first-day experience
• Track and manage the return of equipment from departing employees
• Compile and mail employee anniversary gifts, holiday gift boxes, and client gift boxes
• Serve as a point of contact for employee questions related to office resources and logistics
• Inventory & Logistics
• Maintain inventory of company swag and reorder items as needed
• Manage supplies for office events and internal needs
• Run occasional errands to local stores or shipping locations (e.g., FedEx) as needed
• Reporting & Coordination
• Generate ad hoc reports as requested
• Identify process gaps and recommend improvements to office operations workflows

Qualifications

• 2+ years of experience in office management, operations, or a similar administrative role
• Strong organizational and time management skills with a proven ability to juggle multiple priorities
• High level of attention to detail with a proactive, "see it-own it-fix it" approach
• Experience managing vendor relationships and office budgets
• Strong communication and collaboration skills across all levels of an organization
• Able to work independently and lead initiatives without close supervision
• Proficiency with Google Workspace (Docs, Sheets, Slides, Drive, and Gmail)
• Comfort using AI tools to assist with administrative tasks, reporting, and workflow efficiency