What are the responsibilities and job description for the Office Manager position at City Wide Facility Solutions Boston?
City Wide Facility Solutions – Boston specializes in managed facility services for commercial properties across Central and Eastern Massachusetts. We connect our clients with qualified vendors and serve as a single point of accountability for all service management needs.
Our Office Manager plays a critical role in keeping our organization running smoothly—serving as the operational backbone of the office while supporting our team, systems, and culture.
As an Office Manager, you’ll take ownership of day-to-day office operations, ensure a productive and organized environment, and contribute to a company that values efficiency, collaboration, and employee experience.
Why Work with City Wide?
- Competitive compensation
- Comprehensive benefits including medical, dental, vision, life insurance, FSA & HRA
- 401(k) with company match
- Generous time off: 9 paid holidays, PTO, Volunteer Time Off
- Ongoing professional development, including reimbursement for training and education
- Career advancement opportunities in a growing company
What You’ll Do:
- Serve as the primary point of contact for office visitors and phone inquiries, ensuring a professional and welcoming experience
- Oversee daily office operations to maintain a clean, organized, and efficient work environment
- Develop and enhance standard operating procedures (SOPs) to improve internal processes
- Manage office technology, including IT systems, devices, and vendor coordination for troubleshooting and support
- Oversee company device setup, maintenance, inventory, and repairs
- Coordinate with external vendors and manage relationships for office services and technology
- Create, monitor, and manage the office budget, including supplies, breakroom, and operational expenses
- Order and maintain office supplies while ensuring adherence to budget guidelines
- Own and support the CRM system, including reporting, dashboards, and internal user support
- Manage DocuSign workflows for contracts, agreements, and approvals
- Prepare and distribute internal communications, including announcements and calendar coordination
- Plan and execute employee engagement initiatives such as team events, outings, and recognition programs
- Support company culture initiatives, including Volunteer Time Off (VTO) and charitable efforts
What We’re Looking For:
- 2–5 years of office management or administrative leadership experience
- Strong organizational and multitasking skills with exceptional attention to detail
- Experience managing CRM systems and DocuSign workflows
- Proficiency with office technology, IT coordination, and device management
- Ability to develop, implement, and improve office procedures and processes
- Strong vendor management and budgeting experience
- Excellent interpersonal and communication skills
- Experience planning employee engagement activities and company events
- Professional, customer-service-oriented mindset when interacting with employees, clients, and visitors
- Proactive problem-solver who can manage multiple priorities in a fast-paced environment
If you’re someone who thrives on organization, enjoys building efficient systems, and wants to play a key role in shaping a positive office culture, we’d love to hear from you.
Join City Wide Facility Solutions – Boston and help drive the operations that power our success.