Office Manager

• Manage relationships with building management, handling facilities and parking requests in a timely and responsive manner, including administering parking passes.
• Manage all aspects of ordering and inventory of office supplies, kitchen supplies, and food.
• Assume leadership for ensuring the overall aesthetic of interior spaces - Organization of kitchen area, supply room & general office cleanliness.
• Perform general facility and office equipment maintenance, and coordinate repair and maintenance efforts with third-party vendors.
• Create, review, and modify documents such as invoices, reports, memos, letters, and presentations using MS Office and Adobe products.
• Administer team member recognition, acknowledgments, service awards, and special events.
• Distribute incoming mail, prepare outgoing mail for shipping, and handle shipping.
• Greet visitors to the company, answer and direct phone calls, and manage workspace needs for our remote or hybrid team members.
• Update and maintain corporate documents on the corporate drive.
• Maintain confidentiality of internal documentation.
• Be proactive in noticing areas of improvement and provide suggestions to the manager.
• Provide general administrative support departments and assist with special projects, as needed.
• Provide billing information and vendor invoices to the accounting department.
• Create and send team member communications.

• Coordinate, plan, and manage all corporate events, monthly team member recognition, and team-based events with Culture Club.
• Arrange office activities and meetings (team meetings, lunches, holiday parties, celebrations, etc.), including ordering food, vendor and event management.
• Coordinate and execute required services for new team members and office space, ensuring new team members are welcome, e.g., ordering their nameplates, business cards, and Rapid gear.
• Coordinate and execute the setup/breakdown and coordination with leaders, teach support, vendors, and/or participants of on-site and remote webinar meetings (ex. Town hall meetings, remote culture events, etc.)
• Plan and execute events such as team member lunches, flu shot clinics, guest speakers, and raffle drawings.
• Coordinate team member gifts and giveaways, including managing the gift card program and arranging gifts and awards.
• Prepare documents and correspondence, and negotiate vendor contracts
• Assist new team members with onboarding and orientation when needed.

• Manage logistics for internal and external senior management meetings
• Provide support to senior management on culture, team member engagement, and similar office-wide initiatives
• Collect and process expense reports via an online system and interface with the accounting office for timely processing.
• Assist travel arrangements for staff, contractors, and consultants.
• Complete other tasks and special projects as requested.

• You have an associate degree or equivalent work experience; a Bachelor’s Degree is preferred.
• You know how to run an office and understand the importance of bringing fantastic judgment, decision-making skills, and professional maturity to the role.
• You have three or more years of work experience in a professional office administration/facilities role.
• You are experienced with corporate event planning, budgeting, and logistics while managing multiple events simultaneously.  
• You can work a flexible schedule of 40 hours per week and have flexibility based on business needs.
• You are a whiz on all social media platforms – you can create and publish content for events and build brand awareness for future team members.
• You have a valid driver's license and your own mode of transportation (preferred)
• You are a notary or can become one.
• You are willing to go beyond the limits of your job description – if something needs to be done, you’re willing to do whatever it takes to keep the team running.
• You can problem solve, manage crisis situations effectively, and maintain a professional composure while working under pressure.
• You pride yourself on your ability to identify and correct errors, capture all relevant details, and finish things on time.
• You can work independently, managing relationships and processes with minimal supervision.
• You consider yourself a self-starter with a strong work ethic.
• You are outgoing and polite, with exceptional verbal, interpersonal, and phone skills.
• You are very comfortable with the advanced features of Adobe and MS Office suites – Word, Excel, and PowerPoint.

Physical and Work Environment Requirements

This is a largely sedentary role in an office environment. This would require the ability to lift boxes, open filing cabinets, stock shelves, and bend or stand on a stool as necessary. Walking and/or standing throughout the day with some driving can be expected at times. Occasionally may be required to leave office to purchase items as needed.