Office Manager

Office Manager

The Office Manager keeps Horning's main office running. This role owns the physical workplace and the administrative systems behind it: office operations and vendor coordination, reception, mail and records, supplies and purchasing, and workspace setup for new employees. It also owns Horning's company events and employee activities, including planning the annual Core Values Conference and holiday party, and serves as the direct administrative resource for the executive team.

Success looks like an office that runs without anyone having to think about it: requests closed rather than tracked, supplies always stocked, events that land without friction, and time-sensitive documents delivered on time.

• Own the day-to-day operation, appearance, organization, and functionality of the main office, and serve as the internal point of contact for office, facilities, and general workplace questions.
• Coordinate with building management and outside vendors on maintenance requests, repairs, services, and contractor access, tracking each item through completion.
• Maintain office procedures, administrative workflows, and shared calendars, and communicate building notices and office updates to employees.

• Plan and execute Horning's company events end to end, including the annual Core Values Conference and holiday party, owning timeline, budget, venue, vendors, catering, invitations and RSVPs, materials, day-of execution, and wrap-up.
• Serve as the central coordinator for company-wide employee activities, recognition events, and seasonal programming, partnering with HR and the executive team on concept, scheduling, and communication.
• Manage event budgets against approved targets, solicit and compare vendor quotes, reconcile invoices and receipts after each event, and recommend improvements for the following year.
• Coordinate logistics for quarterly, financial, budget, and management meetings and company trainings, including venues, catering, presentation materials, and day-of setup and breakdown.

• Greet and assist visitors, applicants, vendors, residents, and guests, maintain a professional and welcoming reception area, and keep the Front Desk Manual and main office phone directory current.
• Monitor the automated phone system and general office email inboxes, screen and route calls reaching the main line, and maintain inquiry and complaint logs for follow-up.
• Receive, sort, scan, and distribute incoming mail and packages, maintain employee mailboxes, and prepare outgoing mail, overnight shipments, and courier and messenger services.
• Coordinate document and material flow between the main office and properties, including checks, payroll materials, and other time-sensitive items.

• Schedule and coordinate company, management, and departmental meetings, manage conference room and shared-resource calendars, and handle logistics end to end including setup, catering, materials, and reset.
• Monitor and maintain inventory of office, kitchen, conference room, and mailing supplies, including specialized items such as check paper, and replenish before stock is depleted.
• Coordinate purchases of office equipment, furniture, and recurring monthly services, maintain purchasing records, and monitor spending against budget.
• Keep the kitchen, breakroom, reception, and other shared areas organized and presentable, including beverage stations, daily dishwasher operation, refrigerator cleanout, and appliance service.

• Serve as the administrative contact for records storage and shredding vendors, and coordinate records storage, retrieval, return, and secure destruction with supporting documentation.
• Maintain company administrative filing systems and organized current and archived records and assist with physical filing including AP and AR filing as assigned.

• Manage employee parking, including the monthly invoice, passes, validations, and changes, and coordinate visitor parking, building access, badges, and keys with building management.
• Coordinate life-safety testing and inspections with vendors and building management, run fire drills and evacuation activities, and maintain emergency contact documentation.
• Prepare physical work spaces for new hires and coordinate internal office moves and the non-technical requirements of employee departures,…