Office Manager - IN Person

ConsumerAffairs

Tulsa, OK
30+ days ago

Highlights

The Office Manager is a highly professional, proactive, self-directed role responsible for the seamless day-to-day and long-term operational health of the ConsumerAffairs Tulsa office. This role partners closely with the Executive Assistant and cross-functional stakeholders to manage facilities, vendors, budgets, onboarding logistics, and culture programming.

Numbers & Facts

Location

Tulsa, OK

Description

The Office Manager is a highly professional, proactive, self-directed role responsible for the seamless day-to-day and long-term operational health of the ConsumerAffairs Tulsa office. This person doesn't wait to be told what needs to be done — they see it, own it, and fix it. They serve as the operational backbone of the office, anticipating needs before they become problems and driving initiatives that make ConsumerAffairs a great place to work.

This role partners closely with the Executive Assistant and cross-functional stakeholders to manage facilities, vendors, budgets, onboarding logistics, and culture programming. No direct reports, but this person leads initiatives, influences outcomes, and holds themselves to a high standard of execution.

This is a Full-Time in-office position requiring onsite presence Monday through Friday.

Only candidates local to the Tulsa and surrounding areas will be considered.

Responsibilities include:

Office Operations & Facilities

Maintain a clean, organized, and professional office environment — proactively identifying and resolving issues without being asked
Reset and tidy conference rooms after meetings; anticipate room needs based on the day's schedule
Ensure the kitchen, common areas, and bathrooms are consistently well-stocked and presentable
Monitor and restock office, kitchen, and bathroom supplies — tracking usage patterns and staying ahead of shortages
Distribute incoming mail and manage outgoing shipments
Serve as the primary point of contact for facilities issues; escalate and coordinate repairs or maintenance as needed

Vendor & Facilities Management

Own relationships with office vendors (cleaning services, supply vendors, maintenance, etc.)
Evaluate vendor performance and proactively recommend changes when service or value falls short
Negotiate and manage vendor agreements in partnership with the Executive Assistant
Coordinate building access, parking, and office infrastructure needs

Budget & Expense Tracking

Manage and track the office operations budget, flagging variances and identifying cost-saving opportunities
Process and reconcile office-related expenses and purchase orders in a timely manner
Provide regular budget reporting to the Executive Assistant and leadership as requested
Make informed purchasing decisions that balance quality, cost, and company needs

HR & Onboarding Coordination

Compile and ship new hire welcome kits and computer equipment, partnering with the Director of Information Security to ensure accuracy
Coordinate new hire logistics to ensure a smooth, welcoming first-day experience
Track and manage the return of equipment from departing employees
Compile and mail employee anniversary gifts, holiday gift boxes, and client gift boxes
Serve as a point of contact for employee questions related to office resources and logistics

Inventory & Logistics

Maintain inventory of company swag and reorder items as needed
Manage supplies for office events and internal needs
Run occasional errands to local stores or shipping locations (e.g., FedEx) as needed

Reporting & Coordination

Generate ad hoc reports as requested
Identify process gaps and recommend improvements to office operations workflows

Requirements

Qualifications

2+ years of experience in office management, operations, or a similar administrative role
Strong organizational and time management skills with a proven ability to juggle multiple priorities
High level of attention to detail with a proactive, "see it–own it–fix it" approach
Experience managing vendor relationships and office budgets
Strong communication and collaboration skills across all levels of an organization
Ability to work independently and lead initiatives without close supervision
Proficiency with Google Workspace (Docs, Sheets, Slides, Drive, and Gmail)
Comfort using AI tools to assist with administrative tasks, reporting, and workflow efficiency