Job Description

Overview

Are you ready to take the lead in optimizing the day-to-day operations of a fast-paced, dynamic workplace? As our Office Operations Manager, you will serve as the operational backbone of our organization, ensuring the smooth and efficient functioning of all office activities.

In this pivotal role, you'll develop and refine internal processes, oversee administrative systems, and implement best practices that enhance productivity, communication, and workplace safety. From managing vendor relationships and procurement to coordinating cross-functional support, you'll drive operational excellence across every aspect of the office environment.

You'll lead by example - supervising office staff, prioritizing tasks, and maintaining a proactive, solutions-focused mindset. We're seeking a resourceful, detail-oriented professional who excels at managing competing priorities and thrives in a leadership role that blends strategy with hands-on execution.

If you're an operational problem-solver who enjoys creating structure and efficiency in a collaborative setting, we'd love to hear from you.

Key Responsibilities:

Streamline Office Operations: Oversee daily office functions, optimizing workflows for maximum efficiency--from document management to internal communications. Procurement & Inventory Control: Review and approve requisitions, manage ordering and pickups, and ensure timely sourcing of products and services to support operational needs. Vendor & Logistics Coordination: Build and maintain vendor relationships, coordinate logistics, and ensure timely delivery of office essentials and project materials. Workspace Planning: Design and implement effective office layouts and systems that foster collaboration, productivity, and a positive work environment. Performance Monitoring: Set and maintain high operational standards, analyze KPIs, and implement improvements to enhance overall office performance. Reporting & Analysis: Compile and interpret operational reports, identifying trends and providing insights that support strategic decision-making. Budget Oversight: Manage office budgets, monitor expenditures, analyze variances, and develop corrective strategies as needed. Technology Enablement: Utilize office software, CRM platforms, and productivity tools to enhance communication and workflow. Task & Time Management: Prioritize tasks and manage shifting demands to maintain a structured, deadline-driven environment. Facility Management: Oversee facility operations, proactively address maintenance issues, and manage office infrastructure updates. Operational Accuracy: Ensure precision in documentation, recordkeeping, and financial transactions to maintain compliance and efficiency. Project Coordination: Lead office-based projects such as events, renovations, and system upgrades from planning through execution. Administrative Support: Provide executive-level support including travel coordination, calendar management, and database oversight. Visitor Experience & Office Culture: Create a welcoming environment for guests and staff, championing a workplace culture that is safe, professional, and engaging. Preventive & Proactive Maintenance: Implement preventive measures and monitor for potential operational disruptions to ensure continuity. Compliance & Safety: Uphold health, safety, and facility standards, fostering a secure and compliant office environment.

Experience & Qualification:

4-5 years of proven success in office operations or office management, with a strong track record of driving efficiency, optimizing workflows, and leading administrative functions. Expert knowledge of office administration, operational systems, and internal processes, ensuring consistent and seamless day-to-day business support. Proficient in Microsoft Office Suite, with advanced skills in Excel and Outlook to manage data, scheduling, reporting, and communication with precision. Exceptional organizational and time-management abilities, capable of managing multiple priorities and meeting tight deadlines in a fast-paced, evolving environment. High attention to detail and proactive problem-solving skills, with the ability to anticipate needs and address operational challenges independently. Strong planning and project coordination experience, with the ability to implement strategic improvements to enhance productivity and workflow. Creative and process-oriented mindset, consistently seeking innovative ways to refine systems and drive continuous improvement. Excellent verbal and written communication skills, used for creating reports, managing internal communications, and overseeing vendor and contractor relationships. Outstanding interpersonal skills, with a collaborative approach to working across departments and building strong professional relationships. Discretion and professionalism, maintaining strict confidentiality with sensitive information and handling executive-level tasks with integrity. On-site availability required: Must be available to work from the office between 11:30 AM and 8:30 PM. Reliable personal transportation required, with access to a personal vehicle to support off-site errands, vendor coordination, or facility-related needs.
Job Type: Full-time

Work Location: In person