Office Manager

Office Manager – Facilities Operations

Manages and coordinates the administrative functions of the assigned department and area. Reports to a Vice President, Chairman, or Department Manager.

The Office Manager – Facilities Operations is responsible for the day-to-day management and coordination of building operations to ensure a safe, clean, efficient, and fully functional work environment for all occupants. This role serves as the primary on-site liaison for Facilities, Security, IT, Environmental Services, and external vendors, overseeing the timely resolution of maintenance, safety, access, and operational issues across the building.

The position manages conference room operations, space readiness, mail and package services, office supplies, vendor performance, and on-site event logistics, while maintaining accurate tracking systems and operational documentation. Operating with a high degree of independence, this role triages and escalates issues as needed, ensures compliance with organizational safety and environmental standards, and supports emergency preparedness activities. The Office Manager has a direct impact on employee experience, operational continuity, and the overall functionality and reputation of the physical workplace environment.

Responsibilities:

• Manages day-to-day building operations to maintain a safe, clean, functional, and compliant work environment; continuously monitors building conditions, triages and tracks all maintenance and repair requests through to resolution, and ensures adherence to hospital-wide safety, environmental, and infection control standards. (30% of time)
• Serves as the primary on-site liaison between building occupants, Facilities leadership, Security, IT, Environmental Services, and external vendors; communicates building updates, planned disruptions, and operational changes to relevant stakeholders, and escalates unresolved issues to appropriate teams in a timely manner. (20% of time)
• Coordinates conference room and shared space operations, including reservation management, room setup, A/V functionality, equipment readiness, and scheduling conflict resolution, to ensure optimal utilization of shared spaces on an ongoing basis. (15% of time)
• Manages building access, security, mail, and transportation services in coordination with Security and Parking; oversees visitor management, badge access, mail and package receipt and distribution, outgoing courier services, and employee and visitor parking needs. (15% of time)
• Maintains operational documentation and supply inventory; manages logs, trackers, and reports related to facilities requests, maintenance activity, and vendor performance; oversees office supply ordering to maintain appropriate stock levels and cost efficiency; and provides administrative reporting support as needed. (10% of time)
• Oversees vendor and service coordination, including cleaning, repairs, scheduled maintenance, and deliveries; monitors vendor performance to ensure work is completed on time and in accordance with building standards. (5% of time)
• Supports on-site logistics for meetings, events, and leadership visits, including space readiness, room configuration, A/V setup, and hospitality preparation in advance of scheduled activities. (5% of time)

Education:

Bachelor's degree or equivalent combination of education and experience;

At least three years minimum experience in a similar office setting;

Or equivalent combination of education and experience.

KSAs:

• Working knowledge of building operations, facilities coordination, and office management best practices, including the ability to identify and proactively address operational gaps.
• Strong organizational and coordination skills with high attention to detail and the ability to manage multiple work streams simultaneously while maintaining accuracy and follow-through.
• Demonstrated ability to triage issues, exercise sound judgment, escalate appropriately, and anticipate needs before issues arise to ensure timely resolution of operational concerns.
• Strong written and verbal communication skills with a professional customer service orientation, and the ability to interact effectively with…