HQ Office Manager

Description

Key Responsibilities

• Serve as the first point of contact for visitors, vendors, and employees; manage front desk operations. Occasionally act as a backup to the main phone line, on an as-needed basis.
•  Maintain conference rooms, including scheduling, setup, cleanliness, supplies, technology readiness, and calendar management.
• Manage office and building maintenance by proactively addressing operational issues to maintain a well-functioning workspace.
• Manage and support Office Coordinators and other administrative staff.
•  Coordinate catered meals for meetings and events, including ordering, setup, and cleanup.
• Prepare business meetings by organizing name tags, agendas, materials, room schedules, and food service.
• Plan, support, and execute employee appreciation events and seasonal celebrations.
• Manage distribution of seasonal gifts, service anniversary recognition, and other celebratory gifts; oversee ordering, packing, shipment, and inventory.
• Maintain and organize headquarter closets, ensuring accurate inventory.
• Assist with scheduling companywide meetings.
• Serve as a company credit card holder and complete purchases, tracking, and expense reports accurately.
• Act as the primary point of contact for booking and managing travel for employees and leadership.
• Provide administrative support to HR on an as needed bases.
• Help ensure onboarding logistics are well organized by preparing name tags and conference rooms, coordinating presenters and schedule conflicts, ordering and arranging meals.
• Support general office operations to ensure a welcoming, well-organized, and efficient headquarters environment

Skills, Knowledge and Expertise

• 2+ years of receptionist, administrative assistant, or office support experience (HR support experience plus).
•  Warm, professional demeanor with strong customer service skills.
• Highly organized with the ability to manage multiple priorities in a fast-moving environment.
• Strong written and verbal communication skills.
• Comfortable making decisions, anticipating needs, and solving problems proactively.
• Proficient in Microsoft Office and general office technology.
• Experience with travel booking platforms and calendar management preferred.

Benefits

• Competitive salary based on experience and qualifications 
• Comprehensive medical, dental, and vision coverage 
• 401K with company match 
• PTO, holidays, and paid winter shutdown 
• Professional development and career growth opportunities