Office Manager

Summary

The Office Manager is responsible for overseeing the day-to-day operations of the office and ensuring a welcoming, organized, safe, and efficient workplace environment. This role manages office supplies, facilities coordination, mail and deliveries, access badges, office equipment, and general administrative needs. The Office Manager partners with internal teams and external vendors to ensure the office operates smoothly and provides a positive experience for colleagues and visitors.

What WOW! Offers

• Base salary between $70,000 - $80,000/year, based on experience
• Medical, dental, vision, and life insurance
• HSA and FSA options
• 401(k) with company match
• Paid time off and company holidays
• Tuition reimbursement for continued development
• Employee broadband discounts

Essential Duties and Responsibilities

Include but are not limited to the following

• Manage the day-to-day operations of the office, ensuring a clean, organized, welcoming, and well-functioning workplace.
• Coordinate office supplies, including ordering and maintaining appropriate inventory of office supplies, coffee, snacks, and other workplace necessities.
• Monitor office equipment and coordinate service and maintenance for printers and other office machines.
• Identify and report building maintenance and facility issues and coordinate with building management or vendors to resolve issues.
• Coordinate office space needs, seating arrangements, workspace changes, and general office layout.
• Serve as a point of contact for general office-related questions and administrative needs.

Executive Level Support

• In the absence of the Executive Assistant, role will provide high-level administrative and operational support to executive leadership, managing calendars, meetings, travel arrangements, and confidential information.

Mail, Shipping & Deliveries

• Sort and distribute incoming mail to the appropriate departments or individuals.
• Manage scanned mail retention and maintain organized records as needed.
• Receive, organize, and route incoming deliveries.
• Coordinate company-wide mailing and shipping needs, including preparing shipments and arranging deliveries.

Access & Workplace Security

• Manage colleague badge access, including activating and maintaining access for colleagues and authorized individuals.
• Coordinate with appropriate internal teams and building management regarding office access needs.

Meetings & Office Events

• Coordinate logistics for in-person meetings, including room setup, food, beverages, and other supplies.
• Support company and office events by coordinating logistics, supplies, vendors, and on-site needs.
• Assist with colleague engagement activities and office events as needed.
• Help ensure meeting spaces and common areas are prepared and maintained for colleagues and visitors.

Vendor & Administrative Support

• Maintain relationships with office vendors, coordinate service agreements, monitor service quality, and address issues or concerns.
• Assist with onboarding new office-related vendors and coordinate with Accounts Payable to establish vendor accounts.
• Submit office-related invoices and payment requests to Accounts Payable and assist with tracking and reconciliation as needed.
• Maintain organized records, spreadsheets, and documentation related to office operations and expenses.
• Coordinate with vendors and internal partners to resolve office-related issues and ensure services are delivered as expected.

Colleague & Visitor Experience

• Welcome colleagues, visitors, and guests and provide a positive first impression of the office.
• Coordinate visitor needs and assist with meeting logistics as appropriate.
• Coordinate office-related onboarding needs, such as workspace setup, access badges, supplies, and equipment, in partnership with P&C and IT.
• Support colleague recognition and workplace experience initiatives.
• Provide general administrative support across the organization as needed.

Additional Responsibilities

• Assist with the return and coordination of company-issued IT equipment from departing colleagues.
• Support workplace health and safety initiatives, including emergency preparedness, evacuation procedures, and coordination of drills or safety requirements.
• Support ad hoc administrative and office-related projects as assigned.

Minimum Required Education and Experience

• High school diploma or equivalent required; associate degree in business administration, office administration, or a related field preferred.
• 5+ years of experience in office management, office administration, facilities coordination, or a related administrative role.
• Experience coordinating facilities, office vendors, or building management.
• Experience managing office budgets, invoices, and expense reporting.

Skills and Abilities to be Successful in this Role

• Strong organizational and time-management skills with the ability to manage multiple priorities.
• Excellent communication and interpersonal skills.
• Strong attention to detail and follow-through.
• Ability to work independently while collaborating effectively with employees at all levels of the organization.
• Proficiency with Microsoft Office Suite and common office technology.
• Ability to handle confidential and sensitive information with discretion.
• Strong customer service mindset and commitment to creating a positive employee and visitor experience.

Physical Demands/Working Conditions

• Must be able to perform computer functions and operate routine office equipment
• Must be able to sit for extended periods of time