Office Manager

Are You a Fit?

Are you individually driven and engaged to make a difference at work and in the community? Does the idea of supporting a group of design professionals in creating beautiful living environments excite you? Would others describe you as a lifelong learner dedicated to taking a relaxed approach to finding new ways of solving complex problems? Are you comfortable embracing imperfect beauty? If you answered yes, then read on!

A Day in the Office Looks Like This: The primary role of the Office Manager is to oversee the daily operations of the office, ensuring efficiency and a productive and comfortable work environment for the team members in every location. The Office Manager must be capable of running day-to-day operations while supporting long-term firm growth. The incumbent works in a fast-paced, creative environment with passionate team members who are focused on quality and execution. The ideal candidate manages a variety of ongoing tasks simultaneously, shifts priorities independently, and communicates courteously and effectively with all stakeholders internally and externally. Ultimately, the Office Manager is vital to the smooth operations of the firm and serves as a strategic partner to ownership and senior leadership of the firm. A desire to learn and grow in the role as the firm continues to grow is essential.

About the Role:

The Facilities Oversight and Management role is essential for maintaining the operational efficiency of all locations (3), ensuring that all facilities and equipment are managed effectively.

Responsibilities:

• Facilities Oversight and Management: Ensure the smooth operations as it relates to facilities management, security (keys, card access, alarms, etc.), space planning, maintenance, furniture and appliances, storage, and moves. This also includes the negotiation and purchase/lease of items such as furniture, appliances, equipment, etc. along with related maintenance/service contracts.
• Equipment Management: Oversee the budget and ensure the smooth operations and maintenance/repair/service of all equipment and maintenance contracts at all locations including printers, phones, appliances, etc.
• Supply Management: Monitor, order, and oversee budget of all supplies for all locations, including but not limited to office, kitchen, and printer supplies.
• Office Communication: Communicate with employees as it relates to office management, including office closures, preparation for inclement weather, out-of-service equipment, etc.
• Employee Onboarding and Offboarding: Participate in employee onboarding and offboarding tasks and events related to responsibilities of office management.
• Event Support: Contribute expertise to any event planning and execution, oversee equipment needs and operation for any event or firmwide meeting, etc.
• General Administrative Support: Assist Executive Assistants with license renewals and tracking of continuing education credits for firm’s Principals, maintain Outlook contacts and office phone list, monitor and manage Office calendar in Outlook

Required Skills:

• Proficient software skills in Microsoft Office 365 suite of products (Word, Excel, PowerPoint, Outlook, Teams) and other platforms like Zoom, Adobe Pro, Skedda.
• Ability to effectively communicate and collaborate in an articulate, courteous, respectful, and professional manner with design staff, administrative staff, and leadership internally and vendors and service providers externally.
• Demonstrate problem-solving and critical thinking skills to identify and resolve issues that impede the smooth operation of all offices or that prevent the staff from working most efficiently.
• Must be detail-oriented to ensure accuracy and precision in all tasks.
• Have a friendly and professional demeanor and thrive in supportive roles as a nurturing “people person.”
• Ability to work collaboratively with others and prioritize workload including being flexible to pivot priorities as needed.
• Demonstrate self-sufficiency and self-motivation to work with little supervision to identify opportunities and execute on projects to improve organization and efficiency.
• Possess a high level of professional integrity by taking pride, ownership, responsibility, and accountability for self and outcomes while also demonstrating humility.
• Function as a positive influence on the office environment and the firm as a whole.

Supervisory Responsibilities

• Participates in the hiring and training of the Executive Assistants and the Receptionist
• Conducts performance evaluations on a quarterly basis that are timely and constructive
• Handles hiring, discipline, and termination of employees as needed with the support of the Human Resources Manager and the Operations Director

Pay range and compensation package: Competitive Base and potential for bonus, 401k

Medical insurance 100% paid for employee only, based on coverage selected • 100% paid short- and long-term disability and group life & AD&D insurance for employees • Other voluntary benefits like dental, vision, additional life insurance, critical illness insurance, accident insurance, and pet insurance