Office Manager

Description

JOB SUMMARY

The Office Manager is responsible for ensuring efficient day-to-day operations of CloudHQ’s headquarters and for maintaining a professional, organized, safe, secure, and welcoming workplace for 100+ employees and office guests. The work is broad-ranging, requiring someone who can cover a variety of roles. This role requires an individual who is proactive, with excellent interpersonal and organization skills to keep the office operating at an optimal level.

Principal Duties and Responsibilities

• Manage all aspects of office space planning (moves, adds, changes to offices and work stations) including hoteling spaces
• Ensure professional, cleanly, functional, and attractive presentation of the office at all times
• Serve as the primary liaison, maintaining positive and collaborative relationships with vendors and building management to support comfort, safety, and security of office space.
• Coordinating with leadership on office design and selection of furnishing and accessories
• Oversee maintenance, repair, and replacement of office equipment (printers, kitchen appliances, phones, etc.) and furniture cost effectively
• Execute catering and conference space coordination requests for in-person events where requested
• Manage large-scale company and office events from invitations, space coordination and design, catering, entertainment, and tech support
• Facilitate and manage company social outreach efforts including volunteering, charitable drives, and related efforts
• In collaboration with leadership, manages selection, purchase, and distribution of company-branded items (e.g. apparel, swag)
• In collaboration with internal project managers and general contractors, serve a key role on office construction projects, including coordination of temporary work spaces 
• Accurately and efficiently maintain office management budget and invoice payment 
• Develop and maintain documented office procedures, trackers, vendor information, and coverage plans to support continuity of office operations.
• Maintain up-to-date vendor lists and contracts
• Contribute to new employee onboarding and maintain up-to-date internal FAQs, guides, and general office information on intranet
• Support travel plan administration for visitors to corporate office and VA sites, including management of corporate apartments
• In collaboration with the Security team and building management, support effective administration of physical office security, including employee, vendor, and visitor access. 
• In collaboration with HR, EHS, and building management, support office safety programs including emergency preparedness
• Manage mail delivery, shipping and receiving
• Communicate effectively with colleagues on all levels to share office and building updates
• Maintain appropriate office inventory levels of office supplies, ensuring office resources remain available, properly stocked, and well organized
• Manage Office Administration team with the ability to provide back-up for respective functions 

JOB QUALIFICATIONS

Education: Bachelor’s degree in business administration, hospitality, or related field preferred

Experience: 5+ years of progressively responsible experience managing the operations of a professional office, hospitality organization, or comparable environment

Required Knowledge/Skills/Abilities: 

• Experience managing relationships with building management, contractors, and vendors
• Working knowledge of workplace safety, physical security, access control, visitor management, and emergency preparedness activities
• Proactive, resourceful, and solutions-oriented approach, with demonstrated ownership of issues through resolution
• Exceptional attention to detail with a strong work ethic and self-motivation
• Strong interpersonal and customer services skills with the ability to interact professional with employees and guests at all levels
• Excellent written and verbal communication skills, including the ability to communicate clearly during urgent, sensitive, or emergency situations
• Ability to use independent judgement and sound decision-making skills in situations that impact project timetables, direction, and outcome
• Responsible attitude with strong work ethic; leading by example in attendance, attitude and technical work product.
• Strong teaming skills; works well with internal and external team members and drives execution through collaboration and networking
• Thrives in a fast-paced, changing environment
• Ability to manage multiple projects at the same time
• Ability to handle confidential information with professional discretion
• Proficiency in Microsoft Office/365, with emphasis on Excel 
• Ability and willingness to work in-person Monday through Friday and work extended hours when required