What are the responsibilities and job description for the Office Manager position at AP Live?
Role Summary
We are looking for a proactive Office Manager to serve as the heartbeat of our La Vergne operations. As a premier provider in our industry, we need an office environment that reflects that standard warm, welcoming, and efficiently run.
You will act as the operational bridge between our La Vergne and Franklin offices. You will own the physical security of the building, drive office culture through planned events, and ensure our financial records (invoices and expenses) are meticulously organized for the finance team. You will balance cost-efficiency with a high standard of care for the employee experience.
Core Responsibilities:
Financial & Administrative Support
- Record Keeping: Support all administrative and financial record-keeping, ensuring accuracy and organization.
- Finance Coordination: Process expense reports and organize invoices to facilitate smooth coordination with our finance team in Franklin.
- New Hire Processing: Process all onboarding for new staff in the La Vergne office. Ensure completed onboarding forms are sent to Rachel King in our Franklin location.
- Procurement: Track consumables and order office and hygiene supplies as needed.
Facility, Security & Maintenance
- Security & Access: Serve as the main point of contact for security if the alarm is set off. Manage the entry and removal of codes from the alarm pad and lockers to ensure site security.
- Building Operations: Check the mail daily and communicate with property managers regarding building inspections, shipping and receiving.
- Cleaning & Maintenance: Ensure the office is cleaned once a week. Schedule building preventative maintenance and find qualified vendors for repairs.
Culture, Events & Environment
- Monthly Lunches: Coordinate and plan the Staff/Birthday lunch held on the first Monday of each month.
- Atmosphere: Create a culture that is warm and welcoming during any season of the year through office decorating.
- Hospitality: Coordinate and plan AP Live snacks to keep the team fueled. Staff events, “secret Santa”, employee appreciation.
Qualifications
- Experience: Proven experience in office management or administrative operations.
- Financial Organization: Experience handling invoices, expense reports, or basic bookkeeping.
- Security Minded: Comfort managing alarm systems, building codes, and vendor access.
- Event Coordination: Experience planning lunches and organizing small internal events.
- Communication: Positive presence, Strong ability to coordinate between multiple office locations (La Vergne/Franklin) and with external property managers.