Office Manager

Reports to: Chief Operating Officer

Location: In office – Memphis, TN

Introduction:

You’ll be a great fit if you naturally take initiative, enjoy working with people, and like solving problems. You think things through, pay attention to details, and take ownership of your responsibilities ensuring deadlines, renewals, and the operational details that keep the business running never slip through the cracks.  

You’re comfortable stepping up, making decisions, and following through, while communicating clearly and moving things forward with vendors, teammates, and leadership. You bring precision and follow-through to your work, while remaining approachable, collaborative, and supportive of your team.

About Allworld Project Management (AWPM): 

AWPM is an award-winning Engineering & Project Management Firm on a mission “to exceed client's expectations by delivering value added solutions one task at a time”.  Since 2010 AWPM has served public and private clients by providing a wide range of Skilled professionals including licensed engineers, project managers, IT specialists, inspectors, and surveyors. Our service areas are Water Resources, Construction Services, Information Technology, and Land Survey. We are looking to add an Office Manager to our dynamic team. AWPM is based in Downtown Memphis, TN, with offices in Atlanta, GA., and Birmingham, AL. This position is full-time onsite in Memphis, TN.   

Benefits:   

• Health insurance (100% Employer Covered)   
• Dental & Vision Insurance   
• Life insurance   
• Disability insurance   
• 401(k) and employer contribution    
• Employee Assistance Program (EAP)   
• Paid time off which increases with longevity   
• Standard 10% Salary Based Bonus Compensation   
• 60 Paid Hours to pursue Professional Development    

Position Summary:

The Office Manager ensures smooth day-to-day office operations, Allworld Project Management (AWPM) facilities management, vendor management, leadership administrative support, and associate assistance. 

This role owns compliance-driven business certifications and recertifications to meet deadlines and business needs. The Office Manager partners closely with all departments to deliver a safe, efficient, and welcoming workplace experience.

Key Responsibilities:

Office & Facilities Operations (20%)

• Manage front-of-house operations, reception standards, mail/shipping, office supplies, kitchen/amenities, and meeting spaces.
• Manage office calendars, space planning, seating charts, and conference room technology readiness.
• Coordinate maintenance, cleaning, repairs, and workplace services to minimize downtime.
• Lead vendor selection and management (e.g., cleaning, catering, equipment, office supplies), including contracts, renewals, and Service Level Agreements (SLAs).

Compliance: Business Certifications & Recertifications (15%)

• Own end-to-end processes for business certifications and recertifications (e.g., business licenses, local/State registrations, professional permits, diversity certifications, SAM.gov registration, insurance certificates, W-9s).
• Maintain a compliance calendar with all deadlines; proactively collect documentation, complete applications, submit renewals, and track confirmations.
• Partner with Legal/Finance/People to gather required data (ownership, financial statements, policies, headcount) and ensure accurate and timely filings.
• Maintain an organized repository (digital and/or physical) for certificates, proofs, and audit trails.
• Communicate status and risks, escalate blockers, and ensure certifications align with business development and customer contract requirements.

Security, Safety & Building Liaison (10%)

• Manage access control (badges/keys), visitor processes, emergency contact lists, and after-hours incident response escalation.
• Own emergency preparedness: evacuation plans, safety trainings, drills, AED/first-aid readiness, incident logs, and OSHA/health & safety compliance in partnership with HR/Operations.
• Monitor and address physical security issues (e.g., door hardware, surveillance coordination, lighting) and maintain vendor SLAs.

Administrative, AWPM Marketing & Executive Support (30%)

• Provide calendar coordination, travel logistics, office expense support, and meeting/event preparation for leadership as needed.
• Draft and distribute internal communications related to office operations, closures, security notices, and facilities updates.
• Daily Executive Administrative Support of all A-Team members.
• Prepare marketing and meeting materials, proposals, and follow-up action reports.

Finance & Procurement (10%)

• Manage office budget, process, reimbursements, and vendor payments in partnership with accounting.
• Track and optimize spend on supplies, events, subscriptions, and workplace services.

People & Culture / Workplace Experience (10%)

• Support onboarding/offboarding logistics (badges, seating, equipment returns).
• Plan and execute onsite meetings, town halls, and culture-building events.
• Act as a culture ambassador; ensure the workplace reflects company values. 

Risk, Business Continuity & Policy (5%)

• Maintain and update office policies (visitor, badge, travel, reimbursement, safety).
• Participate in business continuity planning for facilities disruptions, severe weather, or emergencies, communications and alternative arrangements.
• Keep an up-to-date supply asset and vendor inventory and critical contacts list.

Qualifications

• Experience:

• 4–7 years in office management, facilities, or operations (growth-stage or multi-tenant building experience a plus).
• Experience supporting teams and/or administrative support.
• Experience with marketing and graphic design software, i.e., Canva, Envato, and Adobe.

• Knowledge: Building operations, vendor management, business certification/recertification processes, and access/security best practices.
• Technical: Proficient with MS 365 (Outlook, Excel, Teams, SharePoint), badge/access systems, visitor management tools, and ticketing systems.
• Education: Bachelor’s degree in Business, Operations, or related field preferred (or equivalent experience).

Skills & Competencies

• Deadline-driven & organized: Expert at tracking multiple certifications/renewals and meeting strict deadlines.
• Communication: Clear, concise communicator with strong stakeholder and vendor management.
• Problem solving:  Resourceful, anticipates needs and escalates risks promptly.
• Confidentiality: Exercises discretion with sensitive information.
• Customer focus: Delivers-quality workplace experience for employees and visitors.

Work Schedule

• Standard business hours with flexibility for early/late meetings, vendor visits, and event support.
• Occasional evening/weekend work for moves, emergencies, or major events.

Physical Requirements

• Ability to lift up to 10 lbs.
• Long periods of sitting.
• Regular onsite presence to support facilities, operations and vendor supervision.