Office Manager - IN PERSON

Office Manager

The Office Manager is a highly professional, proactive, self-directed role responsible for the seamless day-to-day and long-term operational health of the Consumer Affairs Tulsa office. This person doesn't wait to be told what needs to be done — they see it, own it, and fix it. They serve as the operational backbone of the office, anticipating needs before they become problems and driving initiatives that make Consumer Affairs a great place to work.

This role partners closely with the Executive Assistant and cross-functional stakeholders to manage facilities, vendors, budgets, onboarding logistics, and culture programming. No direct reports, but this person leads initiatives, influences outcomes, and holds themselves to a high standard of execution.

This is a Full-Time in-office position requiring onsite presence Monday through Friday.

Only candidates local to the Tulsa and surrounding areas will be considered.

Responsibilities include:

• Maintain a clean, organized, and professional office environment — proactively identifying and resolving issues without being asked
• Reset and tidy conference rooms after meetings; anticipate room needs based on the day's schedule
• Ensure the kitchen, common areas, and bathrooms are consistently well-stocked and presentable
• Monitor and restock office, kitchen, and bathroom supplies — tracking usage patterns and staying ahead of shortages
• Distribute incoming mail and manage outgoing shipments
• Serve as the primary point of contact for facilities issues; escalate and coordinate repairs or maintenance as needed

• Own relationships with office vendors (cleaning services, supply vendors, maintenance, etc.)
• Evaluate vendor performance and proactively recommend changes when service or value falls short
• Negotiate and manage vendor agreements in partnership with the Executive Assistant
• Coordinate building access, parking, and office infrastructure needs

• Manage and track the office operations budget, flagging variances and identifying cost-saving opportunities
• Process and reconcile office-related expenses and purchase orders in a timely manner
• Provide regular budget reporting to the Executive Assistant and leadership as requested
• Make informed purchasing decisions that balance quality, cost, and company needs

• Compile and ship new hire welcome kits and computer equipment, partnering with the Director of Information Security to ensure accuracy
• Coordinate new hire logistics to ensure a smooth, welcoming first-day experience
• Track and manage the return of equipment from departing employees
• Compile and mail employee anniversary gifts, holiday gift boxes, and client gift boxes
• Serve as a point of contact for employee questions related to office resources and logistics

Inventory & Logistics

• Maintain inventory of company swag and reorder items as needed
• Manage supplies for office events and internal needs
• Run occasional errands to local stores or shipping locations (e.g., Fed Ex) as needed

Reporting & Coordination

• Generate ad hoc reports as requested
• Identify process gaps and recommend improvements to office operations workflows