Office Manager job description

Job brief

We are seeking a detail-oriented Office Manager to take ownership of our daily operations and create an exceptional workplace experience for our growing team of 50+ employees. In this role, you will manage our facilities across two office locations, oversee vendor relationships worth $200K+ annually, and implement systems that streamline everything from supply ordering to visitor management. You'll work closely with our executive team, HR department, and external service providers to ensure our office runs like clockwork. If you excel at juggling multiple priorities, love optimizing processes, and want to make a tangible impact on workplace efficiency, we'd love to meet you.

What is a Office Manager?

An Office Manager is an administrative professional who serves as the operational backbone of an organization, overseeing facilities management, coordinating vendor relationships, and implementing efficient office systems. Working with platforms such as Microsoft Office Suite, QuickBooks, and project management tools like Asana or Monday.com, Office Managers ensure smooth daily operations while managing everything from supply chain logistics to employee onboarding processes. Their role is critical to maintaining workplace productivity, reducing operational costs, and creating an organized environment that enables teams to focus on their core business objectives.

What does a Office Manager do?

On a typical day, an Office Manager coordinates facility maintenance schedules, processes invoices through accounting software like QuickBooks or Sage, and manages vendor contracts for services ranging from IT support to office catering. They handle employee requests through HRIS systems such as BambooHR or Workday, coordinate meeting room bookings and equipment setup, and maintain inventory levels using procurement platforms or spreadsheet-based tracking systems. Office Managers also serve as the primary point of contact for building management, insurance providers, and service contractors, while preparing operational reports and budget summaries for executive leadership using tools like Excel, Power BI, or Google Workspace.

Key responsibilities

• Manage comprehensive facility operations including HVAC maintenance, security systems, cleaning contracts, and space planning using CAD software or facility management platforms
• Oversee vendor relationships and procurement processes, negotiating contracts for office supplies, equipment leasing, catering services, and professional services while maintaining budget compliance
• Coordinate executive administrative support including complex travel arrangements, expense reporting through Concur or Expensify, and calendar management across multiple time zones
• Implement and maintain office systems using project management tools like Monday.com, inventory tracking software, and document management platforms such as SharePoint or Google Drive
• Process accounts payable and receivable transactions through QuickBooks, Sage, or NetSuite, ensuring accurate coding and timely vendor payments while reconciling monthly statements
• Lead employee onboarding logistics including workspace setup, equipment provisioning, key card programming, and coordination with IT and HR teams using HRIS platforms
• Manage office budget planning and expense tracking, preparing detailed monthly reports and variance analyses using Excel pivot tables and financial dashboards for executive review
• Coordinate corporate events, meetings, and conferences including venue selection, catering arrangements, AV equipment setup, and attendee registration using tools like Eventbrite or Zoom Events

Requirements and skills

• Bachelor's degree in Business Administration, Operations Management, or equivalent experience with 3+ years in office management or administrative coordination roles
• Advanced proficiency in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook) with experience in pivot tables, VLOOKUP functions, and presentation design
• Hands-on experience with accounting software such as QuickBooks Desktop or Online, Sage 50, or NetSuite for invoice processing and basic bookkeeping tasks
• Familiarity with project management platforms like Asana, Monday.com, Trello, or Smartsheet for coordinating multiple initiatives and tracking deadlines
• Experience with HRIS systems such as BambooHR, Workday, or ADP for employee data management and onboarding process coordination
• Strong vendor management and negotiation skills with demonstrated ability to manage multiple supplier relationships while maintaining cost efficiency and service quality
• Excellent problem-solving abilities with experience troubleshooting facility issues, coordinating emergency repairs, and implementing process improvements to enhance operational efficiency
• Professional communication skills for interacting with C-level executives, external vendors, building management, and employees at all organizational levels

FAQs