Office Manager

Position The Office Manager is the operational heartbeat of the organization-owning daily office operations, vendor and facilities coordination, team logistics, and administrative support that keeps our people productive and our customers well-served. This role elevates our existing part-time Office Administrative Assistant into a full-time leader of office operations, building reliable processes, clear standards, and measurable outcomes in partnership with the Director of Operations. Key Responsibilities Office Operations & Facilities Own day-to-day office smoothness: reception coverage, mail/shipping, supplies, equipment, meeting spaces, and common areas. Manage facilities maintenance and vendors (cleaning, security, HVAC, landlord), including contracts, SLAs, and preventive schedules. Maintain office safety, emergency procedures, and access/keys/badges. Drive office calendaring for shared spaces and company events People Ops & Team Support Coordinate onboarding/offboarding logistics (workstations, badges, welcome kits, swag, office orientation checklist). Support Executive Team and HR efforts with staff meetings, trainings, culture events, and recognition rhythms. Liaison for travel logistics for onsite guests, or training cohorts. Administrative Excellence & Exec Support Provide structured support to the Executive Team (scheduling, prep, follow-ups, light correspondence, and document formatting). Prepare and format reports, presentations, and internal communications as requested. Purchasing, Budget Stewardship & Vendors Own office purchasing within budget. Track vendor spend, negotiate renewals, and keep a central vendor file (contracts, terms, W-9s, contacts). Reconcile monthly office-related expenses; collaborate with Finance/AP for timely, accurate coding. IT/Systems Coordination Coordinate with the Director of Operations and HR for new-hire setups, asset returns, and inventory tracking; keep an accurate asset log. Maintain shared drives/folders for Ops documentation and version control; champion simple, consistent SOPs. Qualifications 3-5+ years in office management, operations coordination, facilities, or administrative leadership in a professional setting. Proven experience managing vendors, budgets, and basic purchasing or AP workflows. Strong organizational systems builder-comfortable creating checklists/SOPs that others enjoy using. Excellent written/verbal communication; confident with exec-level calendaring and meeting prep. Tech-savvy with productivity tools (e.g., Google Workspace), ticketing or task tools, and basic AV. Nice to have: experience in publishing, education, nonprofit, or mission-driven organizations; exposure to EOS/Traction practices.

Created: 2026-03-04