Office Manager

At Spotlight, our mission is to craft and sustain successful analyst relations (AR) programs. The Office Manager is the architect of the environment that makes this possible. You are the conductor of our office rhythm, representing Spotlight culture by keeping morale high, creating a welcoming experience for guests, and fostering relationships with partners.

Beyond maintaining our current and future buildings, you are responsible for the Operational Rhythm: the daily, weekly, and quarterly cadences that keep our team in sync, our facilities pristine, and our culture thriving. In this role, you will act as a servant leader: focusing on the growth and well-being of the team to ensure they have the environment and resources needed to perform at their best.

Office Manager Expectations

• Operational Cadence: Maintain the heartbeat of the office by managing day-to-day operations between 7:30 am – 5:00 pm, ensuring the space is "stage-ready" before the team arrives.
• Leadership: Directly manage and mentor Office Coordinators, aligning their daily tasks with the broader rhythmic goals of the company.
• The Seamless Workspace: Act as the primary point of contact for resolving operational friction, ensuring that facility issues are solved before they disrupt the team’s flow.
  
  

Office Manager Key Responsibilities

• Facility & Infrastructure Mastery
• Preventative Maintenance: Ensure the rhythm of the building is rarely interrupted by managing preventive maintenance for HVAC, elevators, and fire systems. Troubleshoot malfunctions and evaluate new equipment to keep us ahead of the curve.
• Vendor & Partner Relations: Serve as the primary liaison for building management, janitorial services, and landscaping to ensure the Spotlight Aesthetic (interior and exterior) is always pristine.
• Safety & Security: Secure the property by managing burglar/fire alarms, door access systems, cameras, and parking lot safety.
• Resource & Supply Management
• Proactive Procurement: Maintain a seamless flow of supplies, from essential office tools (dry erase markers, soap) to culture essentials (wine glasses).
• Tech & Home Office Support: Ensure the team has what they need to succeed, whether in-office or remote, by managing inventories of monitors and chargers etc….
• Culture, Engagement & Flow
• Cultural Ambassadorship: Sustain an open, welcoming, and supportive environment. You are the face of Spotlight culture for employees and guests alike.
• Internal Communications: Manage company-wide updates regarding shared spaces and operational shifts, ensuring clarity and reducing noise.
• Recognition & Perks: Orchestrate the rhythm of appreciation by managing employee and client recognition (anniversaries, milestones, sympathy) and coordinating perks like car detailing and "First Friday" lunches.
• Collaborative Events: Partner with Marketing and Event committees to bring Spotlight initiatives and employee events to life.
  

Compentencies

• Rhythmic Thinking: Ability to anticipate needs and schedule maintenance/events so they enhance, rather than interrupt, the workday.
• Problem-Solving Pulse: A proactive approach to troubleshooting, fixing the hiccup before it becomes a halt.
• Interpersonal Resonance: High emotional intelligence with the ability to build relationships with vendors, partners, and team members.
• System Architect: A love for creating processes that improve efficiency and maintain the beauty of the workspace.
• Communication: Strong, professional oral and written communication skills.
  
  

Qualifications & Technical Skills

• 5 years of experience in office management
• Must be competent in:
• Google Suite products (Gmail, Sheets, Docs, Slides)
• Microsoft 365 products (Excel, Word)
• Expensify (or similar expense management software)