Office Manager

Office Manager

At Spotlight, our mission is to craft and sustain successful analyst relations (AR) programs. The Office Manager is the architect of the environment that makes this possible. You are the conductor of our office rhythm, representing Spotlight culture by keeping morale high, creating a welcoming experience for guests, and fostering relationships with partners.

• Operational Cadence:
  Maintain the heartbeat of the office by managing day‑to‑day operations between 7:30 am – 5:00 pm, ensuring the space is "stage‑ready" before the team arrives.
• Leadership:
  Directly manage and mentor Office Coordinators, aligning their daily tasks with the broader rhythmic goals of the company.
• The Seamless Workspace:
  Act as the primary point of contact for resolving operational friction, ensuring that facility issues are solved before they disrupt the team’s flow.

• Facility & Infrastructure Mastery
  • Preventative Maintenance:
    Manage preventive maintenance for HVAC, elevators, and fire systems; troubleshoot malfunctions and evaluate new equipment.
  • Vendor & Partner Relations:
    Liaise with building management, janitorial services, and landscaping to keep the Spotlight aesthetic pristine.
  • Safety & Security:
    Manage burglar/fire alarms, door access systems, cameras, and parking lot safety.
• Resource & Supply Management
  • Proactive Procurement:
    Maintain a seamless flow of supplies, from essential office tools to culture essentials.
  • Tech & Home Office Support:
    Manage inventories of monitors, chargers, and other equipment needed for in‑office or remote work.
• Culture, Engagement & Flow
  • Cultural Ambassadorship:
    Sustain an open, welcoming, and supportive environment; be the face of Spotlight culture for employees and guests.
  • Internal Communications:
    Manage company‑wide updates regarding shared spaces and operational shifts.
  • Recognition & Perks:
    Orchestrate employee and client recognition (anniversaries, milestones, sympathy) and coordinate perks like car detailing and "First Friday" lunches.
  • Collaborative Events:
    Partner with Marketing and Event committees to bring Spotlight initiatives and employee events to life.

• Rhythmic Thinking:
  Anticipate needs and schedule maintenance/events so they enhance the workday.
• Problem‑Solving Pulse:
  Take a proactive approach to troubleshooting, fixing hiccups before they become halts.
• Interpersonal Resonance:
  High emotional intelligence; build relationships with vendors, partners, and team members.
• System Architect:
  Create processes that improve efficiency and maintain the beauty of the workspace.
• Communication:
  Strong, professional oral and written communication skills.

• 5+ years of experience in office management
• Strong preference for hospitality background/experience
• Must be competent in:
  • Google Suite (Gmail, Sheets, Docs, Slides)
  • Microsoft 365 (Excel, Word)
  • Expensify or similar expense‑management software

• Mid‑Senior level

• Full‑time

• Administrative

• Business Consulting and Services