Office Manager

Job Title: Office Manager

Department: Administration

Reports To: CFO

Job Summary

The Office Manager is responsible for overseeing daily office operations to ensure a well-organized, efficient, and productive work environment. This role manages office facilities, supplies, vendor relationships, and administrative processes while supporting employees, coordinating office events, and maintaining a professional and welcoming workplace. The Office Manager serves as a central point of contact for operational needs and helps ensure the office runs smoothly and effectively.

Essential Job Functions

The following duties are normal for this position. The omission of specific statements of duties does not exclude them from being expected of this position if the work is similar, related, or a logical assignment for this position. Other duties may be required.

Office Operations & Facilities Management

• Provide general administrative support for the Chief Financial Officer (CFO) and the Chief Strategy and Security Officer (CSSO) as needed, including drafting communications and calendar maintenance.
• Serve as the primary point of contact for office vendors
• Check-in office visitors and create visitor badges as needed
• Monitor office systems, equipment, and facility operations; troubleshoot and resolve issues as needed
• Grant and manage employee physical office access
• Ensure office security, safety compliance, and emergency preparedness
• Coordinate facility-related requests through the property management ticketing system
• Monitor inventory levels of office supplies and workplace resources, and purchase and replenish supplies as needed
• Maintain and track office supply spending
• Manage the corporate FedEx account, including shipment processing and tracking
• Maintain the organization and appearance of common office areas with light housekeeping and tidying tasks

Office Calendar & Scheduling Management

• Manage Conference Room and Reservable Office calendars, including schedules, conflicts, priority adjustments, and meeting logistics.
• Coordinate with Client Experience Team around client events

Virtual Meetings & Webinars

• Administer and maintain the shared corporate Zoom account
• Schedule Zoom meetings for employees when clients are not utilizing Microsoft Teams
• Coordinate and manage Zoom Webinars for Town Halls and company communications

Event Planning & Support

• Draft and distribute Outlook invitations for company-wide events and meetings
• Act as host/administrator for quarterly Town Halls
• Coordinate catering, meals, and hospitality services for significant onsite meetings
• Create gift boxes for client visits
• Ensure meeting spaces are prepared and equipped for successful events

Associate Experience

• First Impressions for all visitors to the office, ensuring all guests feels welcome
• Support and assist Engagement Committee functions such as associate contests and charity events
• Support People and Culture functions such as onboarding and employee communications as needed

Education & Experience

• Minimum 2 years of post-college professional experience in a full-time office or corporate environment.

Special Skills & Knowledge

• Excellent communication and interpersonal skills
• Proven planning and organizational skills, attention to detail
• Highly flexible, creative problem solver, with strong ability to multi-task
• Comfortable rolling up sleeves to get things done
• Strong sense of the importance of teamwork and collaboration
• Proficient in Microsoft 365 products

Supervisory Responsibility

Direct contributor role.

Working Conditions & Travel Requirements

• In office – 9 AM – 5 PM (or 8-4) M-F
• Ability to lift, push, pull 10 lbs.

Fortified Health Security is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, Fortified Health Security will provide reasonable accommodations to qualified individuals with disabilities. If a reasonable accommodation is needed to perform this position, you need to inform Fortified Health Security People and Culture Team of such request. Signatures below indicate the receipt and review of this job description by the associate assigned to the position and the People and Culture Team.