Office Manager

Who We Are:

HaloMD specializes in Independent Dispute Resolution (IDR) through The No Surprises Act and state regulations for out-of-network healthcare providers, leveraging advanced technology and deep industry expertise to secure optimized reimbursements.

The Office Experience Manager is the face of HaloMD's new corporate headquarters and the go-to person for keeping the office running smoothly. This in-office role is responsible for day-to-day office operations, facilities management, guest experience, and creating a welcoming, well‑stocked, and organized workplace. This role also partners closely with the HR team on special projects, employee engagement initiatives, and HR Helpdesk ticket management.

• Serve as the primary point of contact for all office operations and facilities‑related needs at corporate headquarters.
• Own the relationship with building management, including lease coordination, maintenance requests, security access, parking, and shared building services.
• Manage office layout, workspace assignments, and conference room scheduling.
• Oversee office equipment including printers, copiers, A/V systems, and phone systems - coordinate repairs, service contracts, and replacements as needed.
• Manage office supply inventory and ordering, ensuring the office is consistently well‑stocked.
• Maintain break room supplies including snacks, beverages, coffee, and kitchen essentials.
• Ensure common areas, conference rooms, and break rooms are clean, organized, and presentable at all times.
• Coordinate with vendors and service providers (cleaning, maintenance, catering, office supplies, etc.).
• Manage incoming and outgoing mail, packages, and deliveries.

• Greet and welcome all guests, clients, vendors, and candidates with a professional and friendly demeanor.
• Manage visitor sign‑in, badge access, and building security protocols.
• Coordinate meeting logistics for visitors including conference room setup, technology needs, catering, and travel accommodations and lodging.
• Ensure the reception and lobby areas are always presentable and reflect HaloMD's brand and culture.

• Plan, coordinate, and execute in‑office employee events, celebrations, team‑building activities, and company‑sponsored gatherings.
• Manage office‑based recognition programs, holiday celebrations, and milestone events (birthdays, work anniversaries, etc.).
• Support company‑wide events and initiatives as needed, including town halls and all‑hands meetings.
• Help foster a positive, engaging office environment that reflects HaloMD's culture and values.

• Manage and triage incoming HR Helpdesk tickets, ensuring timely routing, tracking, and resolution.
• Assist the HR team with special projects and initiatives including onboarding logistics, policy rollouts, and compliance‑related tasks.
• Support employee engagement surveys, wellness programs, and other HR‑driven programs.
• Maintain confidentiality with all sensitive employee and company information.
• Provide general administrative support to HR leadership as needed.

• Track and manage the office operations budget, including supplies, equipment, events, and vendor contracts.
• Process invoices and purchase orders related to office operations and facilities.
• Negotiate with vendors to ensure cost‑effective service and supply agreements.

• 3 - 5 years of experience in office management, administrative support, or facilities coordination.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• Professional, friendly, and approachable demeanor.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams).
• Ability to lift and move supplies and equipment up to 25 lbs.
• Reliable attendance, this is a fully in‑office position, Monday through Friday, 8:00 AM – 5:00 PM.

• Event planning experience.
• Notary public certification (or willingness to obtain).
• Associate's or bachelor's degree in business administration, Communications, or related field.