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…