Job Description

Job Description

The Office Manager supports associates and guests, ensures smooth daily office operations, and serves as the receptionist by greeting and directing guests both in person and by phone.

Key responsibilities include office and front desk management, guest services, building and vendor coordination, conference room scheduling, meeting and event support, safety training, onboarding assistance, and maintaining suite and building policies and procedures

Engagement & Culture

• Learn and model the office’s history, culture, values, and policies.
• Build strong connections with associates, partners, and community members.
• Promote a trusting and engaged workplace environment.
• Support team connection and commitment to the mission.
• Deliver personalized, respectful guest experiences.
• Earn trust across teams, the Board, and building management/tenants.
• Always present the office professionally.

Core Areas of Responsibility

Office Management & Front Desk Operations

• Perform clerical duties such as photocopying, emailing, and collating.
• Order and maintain office supplies; manage general functions of the office.
• Manage conference room calendars; ensure rooms are tidy and ready before meetings.
• Ensure all doors are locked at appropriate times.
• Perform building walkthroughs for upkeep needs and report issues.
• Lights, music, clean space, office supply support.
• Change light bulbs, troubleshoot application issues, tidy common spaces/furniture.
• First line of defense for troubleshooting printer/tech/WiFi; communicate issues with IT and escalate as needed.
• Ownership of common areas and coordination of shared storage solutions.

Reception & Guest Relations

• Warmly greet and check in guests, notify hosts, and escort visitors as needed.
• Provide hospitality (drinks, snacks, Wi-Fi help) and assist with video calls and basic tech setup.
• Manage visitor logs, iLobby check-ins, and parking validations.
• Support meetings and events with setup, coordination, and vendor assistance.

Mail & Deliveries

• Receive, sort, and forward all incoming mail; respond to routine external correspondence as needed.
• Retrieve mail, separate and distribute by entity; coordinate misdelivered mail with building office managers.
• Handle packages; notify recipients; alert associates of lunch deliveries.

Travel & Scheduling

• Assist in scheduling meetings and events.
• Support travel planning and itineraries using approved processes as appropriate.

Building Liaison

• First line of defense between associates and building management.
• Report issues via BuildingHub, text/email management.
• Parking garage door issues; clearing tickets for guests.
• HVAC, elevator, door access, trash issues.

Suite Communication & Education

• Communicate building announcements and alerts (parking updates, fire alarm testing, elevator service, emergency updates).
• Safety information education: AED, fire drills, tornado warning, stair access, emergency preparedness protocol.
• Internal announcements affecting associates.

Breakroom/Kitchen Support

• Dishwasher unload/load; tidying; restocking snacks, candy, drinks, coffee, tea.
• Clean coffee machines; organize cabinets.
• Break down boxes, coordinate trash removal.
• Snack/candy/drink refilling; inventory.

Associate Experience

• Assist associates hosting special events, front desk coverage.
• Catering coordination; event setup, execution, and cleanup.
• Birthdays & anniversary celebrations; team building; themed seasonal décor & candy.

Personal Attributes

• Strong organizational, communications and interpersonal skills.
• Ability to organize work effectively, conceptualize and prioritize objectives, and exercise independent judgment.
• Provide remarkable customer service.
• Excellent written and verbal communication skills.
• Excel in a team environment.
• Friendly, outgoing, welcoming personality.
• Professional appearance.

Skills and Experience

• High School Diploma or G.E.D. required, bachelor’s preferred.
• Experience in administrative or office management roles.
• Strong typing, writing, proofing, editing abilities.
• Proficiency in Microsoft Office Suite.

Physical Abilities

• Ability to sit for extended periods; occasional standing/walking.
• Use of hands for typing, handling objects, tools, controls.
• Occasional stooping, bending, pulling, pushing.
• Ability to reach with hands and arms.
• Consistent ability to speak and hear.
• Ability to lift, carry, or move up to 25 pounds.
• Vision sufficient to clearly see and identify objects.

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