Office Manager

Summary/Objective

As the Office Manager, you will play a crucial role in ensuring the smooth and efficient operation of our office environment. Your responsibilities will revolve around managing office supplies, equipment, vendors, and providing essential customer support to our employees. You will be the go‑to person for various facility‑related issues at all of our office locations. Additionally, you will have the opportunity to handle special projects as they arise and will provide project management, leadership, coordination and administration support as needed.

• Oversee and manage supply ordering for the organization.
• Regularly assess office supply inventory and place orders as necessary to ensure adequate stock levels.
• Work with vendors to negotiate pricing and maintain cost‑effective supply solutions.
• Organize and maintain well‑organized supply rooms, ensuring items are easily accessible.
• Code and process invoices for payment; coordinate with Finance Team to ensure timely and accurate payment of invoices.

• Oversee and maintain office and company equipment, such as postage machines, printers, water coolers.
• Coordinate with appropriate service providers for equipment maintenance and repair when needed.
• Work closely with IT, maintenance and HR on onboarding new employees to ensure they have everything they need for their workspace.
• Work closely with COO to coordinate any internal office moves with IT and maintenance.
• Process payment for all usage, service, and supplies invoices as applicable
• Keep track of equipment warranties and contracts to ensure timely renewal.

• Oversee our Fleet Management program by working closely with department leaders and their drivers to ensure their safety and that our vehicles are well maintained.
• Coordinate with maintenance, insurance, finance on all aspects of the program to keep our vehicle list current including new purchases, registration reminders, and other important maintenance.
• Oversee our geotracking platform and work closely with department leaders to adjust as necessary.
• Work with Special Projects Coordinator to coordinate maintenance at approved local vendor.
• Manage roadside assistance account for agency vehicles.
• Implement and then oversee a new gas card solution to improve access for our drivers. Work closely with Finance to identify best option.

• Responsible for oversight and management of our office locations including 255 Independence, Orleans and Cataumet’s shared office spaces including kitchens, reception areas, conference rooms, restrooms, and supply closets.
• Conduct regular assessment ensuring spaces are well‑stocked with inventory, organized and welcoming for staff and visitors.
• Act as the primary contact for cleaning vendors, ensuring a clean and sanitary office environment.
• Collaborate with internal maintenance team and contractors to address facility‑related issues promptly and effectively. Take the lead in communicating and scheduling necessary team members to quickly address issues.
• Collaborate with senior management on larger facility‑related projects as needed.

• Lead the Safety Committee by hosting quarterly meetings to proactively address any safety issues
• Host fire drills twice annually
• Collaborate with all office locations to ensure current safety and security protocols are in place
• Collaborate with Human Resources and Operations teams to develop and implement office safety protocols, ensuring compliance with relevant health and safety regulations.

• Supervise mailroom and delivery operations, including the sorting and distribution of incoming mail and packages.
• Implement efficient mailroom procedures to improve…