Office Manager

Office Manager Overview

• The Office Manager serves as the operational hub for a mid-sized professional services firm, ensuring smooth daily operations and executive support.
• Coordinate administrative, business, facility, and compliance operations across multiple office locations, including headquarters.
• Provide direct executive support to the President and leadership team, managing calendars, travel, and correspondence.
• Supervise administrative staff, overseeing front desk functions and office supply management.
• Ensure compliance with regulatory requirements, including licensure, insurance, and certifications.
• Plan and coordinate firm events, outreach activities, and professional development programs.
• Maintain a welcoming and professional office environment, liaising with property management and vendors.
• Support financial operations, including credit card management, petty cash, and branded item procurement.
• Collaborate with leadership to enhance operational efficiency and foster a positive workplace culture.

Office Manager Key Responsibilities & Duties

• Manage executive schedules, meeting logistics, and travel arrangements for the President and leadership team.
• Oversee daily office operations, ensuring efficiency and a professional environment.
• Supervise administrative staff and front desk functions, including visitor management and conference room setup.
• Coordinate compliance activities, including licensure renewals, insurance applications, and regulatory documentation.
• Plan and execute firm events, outreach activities, and professional development sessions.
• Manage office supplies, branded items, and promotional materials procurement.
• Track and maintain records for contracts, insurance, and legal matters.
• Collaborate with property management for facility maintenance and security access systems.
• Support financial operations, including petty cash management and reconciliation of receipts.

Office Manager Job Requirements

• Bachelor’s degree in a relevant field or equivalent professional experience.
• Minimum of 5 years of experience in office management or executive support roles.
• Proficiency in Microsoft Office Suite, including Outlook, Word, Excel, and Teams.
• Experience supervising administrative staff and managing office operations.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Knowledge of compliance activities, including licensure and insurance management, is preferred.
• Experience in event planning and vendor coordination is advantageous.
• Familiarity with professional services or architectural practice operations is a plus.
• Exceptional communication skills and professional discretion are essential.