Position Summary
Office Service Manager is responsible for the day‑to‑day oversight of a professional office environment, ensuring that workplace operations, facilities, and support services run smoothly and efficiently. Working closely with organizational leadership and managing a small team, this individual serves as the primary contact for facilities, office logistics, records administration, vendor coordination, and general operational support. The role requires an on‑site presence and a strong commitment to maintaining a high‑quality, service‑oriented work environment for all employees.
Key Responsibilities
Operational & Facilities Oversight
- Maintain the functionality, safety, and professional appearance of the office environment.
- Manage operational staff, assign daily tasks, and establish performance expectations.
- Lead space management initiatives, including office moves, reconfigurations, and workspace optimization.
- Conduct routine walkthroughs to identify maintenance needs and improvement opportunities.
- Coordinate with building teams and approved partners for facility maintenance, including systems such as HVAC, lighting, and plumbing.
- Oversee procurement and inventory for office supplies and workplace necessities.
- Support emergency and safety preparedness initiatives and participate in related organizational programs.
Vendor & Service Management
- Serve as the main liaison between the organization and external building or facility partners.
- Source, coordinate, and oversee external vendors providing maintenance, cleaning, repairs, and specialized services.
- Negotiate service agreements and ensure service-level commitments are met.
- Review and approve invoices and vendor billing.
Mailroom, Printing, & Records Administration
- Oversee mail, package handling, courier services, and related workflows.
- Ensure office equipment—such as printers and multifunction devices—is properly maintained and supplied.
- Manage physical and digital records programs in alignment with regulatory, policy, and organizational requirements.
- Support ongoing digitization efforts and develop or update procedures as needed.
Event & Meeting Support
- Provide operational support for meetings, events, and internal gatherings, including room setup, furniture configuration, AV coordination, and logistics.
- Partner with administrative and operational teams to ensure seamless execution of office activities.
General Operational Support
- Respond to ad hoc requests from employees and leadership.
- Assist with departmental projects, reporting, and budget-related tasks as assigned.
Skills, Knowledge & Abilities
- Strong service orientation with professionalism, discretion, and attention to detail.
- Reliable, adaptable, and solution‑oriented, with a positive approach to both routine and complex tasks.
- Able to multitask effectively and manage competing priorities.
- Excellent communication skills and ability to work collaboratively with colleagues and external partners.
- Working knowledge of facilities operations, office systems, and vendor management.
- Comfort with technology platforms related to document management, work orders, and standard office software.
Education & Experience
- Bachelor’s degree required.
- Prior experience in a professional services or corporate environment preferred, with multiple years of facilities or operations management responsibilities.
- Experience supervising a team or leading operational functions.
Work Conditions
- Occasional after-hours support may be required for projects or operational needs.
- The role involves standard office activities and occasional light physical tasks (e.g., moving supplies or materials).
- Primarily an on‑site role with defined in‑office expectations.
Flexible work from home options available.