Office Manager

About the Work

As site Office Manager, you’ll be tasked with several office duties which have a direct impact on our employee and guest experience. This includes:

• Greeting and assisting employees and visitors vendors
• Providing support with conference room scheduling, setup and coordination
• Planning, ordering and stocking office supplies, snacks, food, and drinks for office/break areas
• Directly assisting new employees onboarding, including answering questions, desk setup, and assisting with the overall first day experience
• Ensuring documents are appropriately managed (e.g.: stored, scanned, shredded, etc.)
• Coordinating bi-weekly on-site employee lunches and company /site events, when notified by People Ops and/or Leadership
• Answering phone calls and promptly responding to voicemails
• Accurately processing/distributing incoming and outgoing mail and packages
• Providing support to management, staff and office administrators as needed
• Manage and maintain badge access system, including creating badges
• Manage and maintain security camera system and vendor relationship
• Manage and maintain building entrance systems
• Maintain and update staff seating chart 
• Manage janitorial staff ensuring janitorial contract is being fulfilled, follow up and resolve any issues 
• Promptly report facility or safety concerns to management
• Ensuring office and kitchen equipment are maintained or repaired if needed
• Drive to other local sites when need arises
• Provide support for employees during off-shift or OT work (not typical)

About You

• High school diploma or certificate required, Associate's degree strongly preferred
• Highly customer-oriented, possessing a positive and helpful attitude to all employees
• Self starter, and ability to work independently and collaborate well with others
• Strong level of computer literacy and experience using Google Suite or MS 365
• Exhibit strong positive written and verbal communication skills
• Ability to be flexible and adaptable within a dynamic environment
• Exhibit a high level of personal integrity, judgment, and discretion
• Good critical thinking and problem-solving skills
• Able to lift up to 30 lbs safely
• Have valid driver’s license and transportation 

Preferred:

• Previous experience as an Office Manager or in a customer-facing role
• Experience with budgeting and asset tracking
• Purchasing and managing outside services and contractors
• Event planning experience a plus

Other Duties:

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job as this is subject to change at any time with or without notice. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give such instructions or assignments. 

Work Environment & Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. 

While performing the duties of this job, the employee routinely is required to sit; talk and hear; use hands to touch, feel, handle, push/pull and move objects; see details of objects that are less than a few feet away; see differences between colors, shades, and brightness. The employee is occasionally required to stand, walk and move around the office; stoop, kneel, crouch, twist, crawl, reach, and stretch; and see details of objects that are more than a few feet away.