Office Manager

What You'll Do

• Office Management:
• Manage daily office operations, ensuring smooth workflow and efficiency
• Oversee deliveries of office supplies, catering, and other delivery service providers
• Serve as the primary point of contact for building management and security desk communications, ensuring timely and professional phone call or email responses
• Ensure office printers, TV’s and conferencing equipment are operating at all times
• Coordinate and plan events, both internal and external, including customer onsite visits ensuring a professional and welcoming office environment
• Take initiative to solve problems, anticipate needs, and support office staff as needed
• Responsible for maintaining kitchenette appliances (Dishwasher, coffee machine, refrigerator, water dispenser machine etc.)
• Manage key card portal for employee access 
• Coordinate office tours for new hires
• Organize and maintain clean storage closet 


• Daily Operations:
• Ensure the smooth running of the office, including managing supplies, equipment, light cleaning/tidying and office maintenance
• Handle incoming and outgoing correspondence, including mail, emails, and packages
• Responsible for ordering and organizing pantry refills and snack orders
• Ensure cleanliness of conference rooms & preparation of Audio/Visual equipment before and in between meetings
• Oversee office layout, furniture, desk assignments and maintaining an organized and professional environment
• Handle all logistics of in-office events including calendaring, food ordering, and any other needs of the meetings in office
• Ensure work orders for maintenance or janitorial request are processed in a timely manner


• Administrative Support:
• Provide administrative support to senior management, including scheduling meetings, managing calendars, coordinating travel arrangements and dinner reservations
• Draft and edit documents, letters, presentations, and reports as needed
• Manage internal company posts and notices to local employees via Slack or email correspondence
• Manage office calendars and schedules using Google Calendar
• Maintain and organize office documentation using Google Drive
• Utilize Microsoft Word, Excel, and PowerPoint to create reports, presentations, and documents as needed
• Coordinate occasional package/letter drop-offs to FedEx, UPS or USPS


• Vendor and Contract Management:
• Liaise with office vendors, suppliers, and service providers, negotiating contracts and ensuring services are scheduled and completed as per agreements
• Must be onsite for scheduled service appointments
• Manage relationships with external contractors such as IT support, janitorial services, maintenance work orders and building management company communications
• 'Ensure proper documentation is maintained for all services performed, including payments billed for services or repairs


• Basic IT Support:
• Provide first-line technical support for office equipment, including computers, printers, wifi logins and video conferencing setup when IT is not available
• Must have basic knowledge of Apple (Macbook) computers


• Event Planning:
• Organize and coordinate office events, meetings, and team-building activities, employee gifting as well as holiday planning
• Handle logistics for company events, including requesting quotes, booking, venues, catering, and managing RSVPs


• Health and Safety:
• Ensure the office complies with health and safety regulations
• Conduct regular safety audits and maintain records of compliance
• Ensure first aid supplies are refilled and consistently available
• Act as the point of contact for emergency procedures, evacuation planning, and  fire life safety
• Must be able to respond to urgent phone calls from our security company 24/7

What You Bring

• Education and Experience:
• 3-5 years of experience in office management or administrative roles, preferably in a small office setting as the sole responsible person for the office
• Experience in HR, IT, or financial support roles is a plus
• Requirements: 
• Strong proficiency in Google Calendar, Google Drive, Microsoft Word, Excel, and PowerPoint
• Impeccable email communication skills
• Excellent organizational and time management abilities
• Proactive, resourceful, and able to anticipate office needs
• Strong interpersonal skills and ability to work with vendors, customers, and staff at all levels
• Event planning and coordination experience
• Must be dependable and able to maintain an 8 am- 5 pm, Monday-Friday in-office schedule
• Skills and Competencies:
• Strong organizational and multitasking skills, with the ability to prioritize tasks effectively
• Excellent communication and interpersonal skills
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and familiar with office management software
• G Suite (Google Calendar, Google Drive) 
• Ability to work independently and take initiative in a fast-paced environment
• Previous experience coordinating customer visits or events
• Familiarity with managing office budgets and expenses
• Must be proficient with using Apple (Macbook) computers 
• Highly preferred experience with mobile apps such as: DoorDash, UberEats, Instacart etc.
• Working Conditions:
• This is an in-office position from 8am - 5pm.  Flexibility may be required for events or special projects.
• The role may involve light physical activity, such as lifting supplies, storage room inventory organization or setting up office equipment
• This position will require use of personal cell phone 
• This position will require occasional use of personal vehicle