Position Summary

The Office Manager is responsible for the day-to-day operation and organization of the company’s office, including facilities, vendors, purchasing, shipping, executive support, and workplace coordination.

This role serves as a central point of contact across the company and helps ensure employees have the resources, services, and support needed to work effectively. The Office Manager will also manage vendor activity and purchasing through the company’s Ariba portal.

Key Responsibilities

Office Operations & Facilities — 30%

• Manage day-to-day office operations and workplace organization.
• Coordinate maintenance, cleaning, security, utilities, access, parking, and facility-related services.
• Support office moves, furniture needs, workspace changes, and general workplace improvements.
• Serve as the primary point of contact for office-related requests and issues.
• Maintain a clean, professional, safe, and functional work environment.

Vendor Management, Purchasing & Ariba — 25%

• Coordinate vendor relationships across the company.
• Support vendor onboarding, purchase requisitions, purchase orders, approvals, and supplier records through Ariba.
• Maintain vendor documentation, pricing, agreements, and purchasing records.
• Obtain quotes and coordinate purchases with internal departments.
• Review invoices and assist with resolving billing, delivery, or service issues.
• Identify opportunities to improve vendor performance and reduce costs.

Shipping & Receiving — 15%

• Coordinate company-wide shipping and receiving activities.
• Manage incoming and outgoing packages, freight, courier services, and deliveries.
• Prepare shipping documentation and track shipments as needed.
• Coordinate with carriers and vendors to resolve delayed, damaged, or missing shipments.
• Maintain shipping supplies and organized receiving processes.

Executive Administrative Support — 15%

• Provide administrative support to company executives.
• Assist with calendar management, meeting coordination, travel arrangements, and scheduling as needed.
• Prepare meeting materials, documents, and other executive support items.
• Coordinate executive visitors, meetings, and related logistics.
• Handle confidential or sensitive information with discretion and professionalism.

Meetings, Visitors & Events — 10%

• Coordinate conference rooms, customer visits, vendors, candidates, and other guests.
• Arrange catering, meeting setup, and refreshments.
• Support company meetings, lunches, celebrations, and employee events.

Workplace Organization & Continuous Improvement — 5%

• Maintain organized office supplies, storage areas, shipping materials, and shared equipment.
• Develop consistent office, vendor, purchasing, and shipping processes.
• Identify opportunities to improve efficiency and workplace organization.
• Take ownership of operational issues that do not clearly fall within another department.

Qualifications

• 3+ years of experience in office management, administration, facilities, purchasing, vendor management, or a related role preferred.
• Experience with procurement or vendor management systems
• Experience supporting senior leaders or executives is preferred.
• Strong organizational and communication skills.
• Experience coordinating vendors, purchase orders, invoices, shipping, and receiving.
• Ability to manage multiple priorities and work independently.
• Strong computer skills, including Microsoft Office or similar tools.
• Professional and comfortable working with employees, vendors, customers, visitors, and executives.

Preferred Characteristics

The successful candidate will be someone who:

• Is highly organized and dependable.
• Notices problems and takes ownership of resolving them.
• Is comfortable managing vendors and purchasing activities across multiple departments.
• Communicates clearly and follows through consistently.
• Is professional and discreet when supporting executives.
• Can balance executive support with hands-on office needs.
• Looks for ways to improve organization, efficiency, and cost control.
• Works well in a fast-moving environment with changing priorities.

Work Schedule

• This position is primarily office-based and requires regular on-site presence.
• Occasional non-standard hours may be required to support executive needs, events, facility activities, or urgent shipments.