Office Manager

Office Manager

The Office Manager is responsible for overseeing the daily administrative operations of the office and helping ensure an organized, efficient, and professional workplace. This position provides administrative support to senior leaders and employees, coordinates office activities, manages vendors and purchase orders, and serves as a primary point of contact for visitors and internal departments.

The successful candidate will be highly organized, service-oriented, and able to manage multiple priorities while maintaining confidentiality and professionalism.

• Oversee the daily operations of the office and maintain a professional, organized, and welcoming environment.
• Serve as the primary point of contact for employees, visitors, vendors, and service providers.
• Manage incoming telephone calls, mail, deliveries, and general correspondence.
• Maintain office supplies, equipment, records, and shared administrative resources.
• Coordinate maintenance, repairs, security access, and other office-related services.
• Develop and maintain effective administrative procedures and filing systems.

• Provide administrative support to senior managers and other leaders as needed.
• Coordinate calendars, meetings, conference rooms, and business travel.
• Prepare correspondence, reports, presentations, meeting materials, and other documents.
• Assist with expense reports, purchase orders, invoice processing, and budget tracking.
• Handle confidential and sensitive information with appropriate discretion.

• Establish and maintain positive working relationships with vendors, subcontractors, and service providers.
• Create and track purchase orders and assist with resolving invoice discrepancies.
• Review invoices for accuracy and obtain the appropriate approvals.
• Maintain vendor agreements, certificates of insurance, and related documentation.
• Support the monitoring of office expenses and identify opportunities for cost savings.

• Coordinate internal meetings, employee events, training sessions, and office activities.
• Arrange catering, equipment, meeting materials, and other event-related needs.
• Assist with employee recognition activities and workplace engagement initiatives.

• Support new-hire onboarding by coordinating workspace preparation, building access, equipment, and orientation schedules.
• Assist Human Resources with employee communications, records, training coordination, and other administrative tasks.
• Maintain confidentiality when working with employee or Company information.
• Help communicate office procedures, safety requirements, and Company policies.

• Promote a safe, respectful, and professional work environment.
• Assist with emergency preparedness, visitor procedures, and office safety requirements.
• Ensure administrative records and office practices comply with Company policies and applicable requirements.
• Report workplace hazards, incidents, or security concerns to the appropriate department.

Qualifications

• High school diploma or equivalent required.
• Associate or bachelor's degree in business administration or a related field preferred.
• Three to five years of office administration, executive support, or office management experience preferred.
• Experience working with vendors, purchase orders, invoices, and expense reports.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience with an ERP, HRIS, purchasing, or expense-management system is preferred.

Knowledge, Skills, and Abilities

• Excellent organizational and time-management skills.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Strong attention to detail and problem-solving ability.
• Professional and customer-focused approach.
• Ability to work independently and collaborate across departments.
• Sound judgment and the ability to maintain confidentiality.
• Ability to build positive relationships with employees, leaders, vendors, and visitors.

Physical Requirements

• Ability to work at a computer for extended periods.
• Ability to move throughout the office and attend meetings in different areas.
• Ability to occasionally lift and carry office supplies weighing up to [25] pounds.
• Reasonable accommodations may be provided to enable qualified individuals with disabilities to perform the essential functions of the position.