KEY RESPONSIBILITIES
Office Operations & Administration:
• Oversee the day-to-day operations of the office, ensuring a professional, organized, safe, and welcoming environment.
• Manage office supply inventories, procurement activities, and vendor relationships to ensure cost-effective purchasing and uninterrupted operations.
• Coordinate maintenance, repairs, and servicing of office equipment, including printers, copiers, kitchen appliances, and other workplace resources.
• Manage incoming and outgoing mail, packages, shipments, and deliveries.
• Maintain organized physical and digital filing systems and office records.
• Conduct routine facility inspections to ensure offices remain functional, presentable, and aligned with company standards.
• Develop, implement, and continuously improve office policies, procedures, and workflows.
• Serve as the primary liaison with landlords, building management, vendors, contractors, and service providers.
• Manage and review leases, service agreements, and vendor contracts, ensuring compliance with company standards and budget expectations.
• Coordinate visitor management, including welcoming guests and supporting front-office communications.
Workplace Experience & Event Management:
• Oversee meeting room scheduling and utilization to maximize efficiency and support business needs.
• Create opportunities that foster employee engagement, collaboration, and a positive workplace culture.
• Plan and coordinate employee experience initiatives, including:
o Volunteer activities and community engagement programs
o Employee appreciation and recognition events
o Team building and networking opportunities
o Office celebrations and cultural initiatives
• Lead the planning and execution of local meetings, workshops, training sessions, symposiums, and leadership visits.
• Coordinate and manage company events, including office openings, holiday celebrations, summer gatherings, milestone events, and client-facing functions.
• Manage catering, hospitality services, and onsite event logistics.
Team Support & Coordination:
• Support the onboarding experience for new employees through workstation setup, welcome communications, office orientations, and distribution of onboarding materials.
• Provide administrative support to local teams and departments as needed.
• Assist with travel coordination, meeting coordination, and business expense submissions.
• Partner with People Operations, Marketing, Business Development, and other stakeholders to develop initiatives that enhance employee engagement and organizational effectiveness.
• Collaborate closely with Information Technology teams to ensure workplace technology, conference room systems, and office infrastructure run effectively.
• Support offsite meetings, events, reservations, transportation coordination, and other operational needs.
Field Equipment & Fleet Management:
• Maintain accountability for all company-owned vehicles and field equipment.
• Manage reservation, check-in, and check-out processes through EZOffice or designated asset management systems.
• Conduct inspections of vehicles and equipment to ensure operational readiness, safety, and compliance.
• Coordinate preventative maintenance, repairs, recalls, registrations, and servicing for company vehicles.
• Maintain accurate records and documentation for all company-owned assets.
• Procure and keep inventory levels of essential field supplies and materials.
• Coordinate shipment and distribution of field equipment to support operational teams as needed.
Financial & Resource Management:
• Track, reconcile, and report local office expenses following company policies.
• Review and approve invoices, ensuring accurate coding and timely submission to accounting.
• Support development and management of annual office budgets.
• Monitor spending trends and identify cost-saving opportunities while keeping service quality.
• Assist with resource planning and operational forecasting when applicable.
Health & Safety:
• Ensure compliance with applicable workplace health and safety policies and regulations.
• Maintain first aid supplies and emergency preparedness resources.
• Coordinate required inspections, certifications, and safety-related vendor services.
• Support emergency response planning and workplace readiness initiatives.
• Promote a culture of safety and operational compliance.
Projects:
• Lead office-related projects, including workspace improvements, office moves, renovations, and workplace initiatives.
• Support broader Operations projects and cross-functional initiatives as assigned.
• Identify opportunities to improve workplace processes, employee experience, and operational efficiency.