Office Manager

The Office Manager oversees the daily operations and administrative functions of our corporate headquarters, which includes a substantial office area and a large warehouse. This role ensures a well-maintained, efficient, and welcoming environment for staff, clients, and vendors. The ideal candidate possesses excellent organizational skills, the ability to multitask, a collaborative mindset, and a proactive approach to problem-solving to maintain an efficient and productive work environment. This full-time on-site position reports to the Managing Director of Archival Operations and will provide occasional support for our satellite facilities.  

Responsibilities

Office Management 

• Oversee the front office, ensuring a clean, organized, and professional space at our various Metro Atlanta facilities. 

• Coordinate the daily opening schedule of the corporate headquarters ensuring facility is operational on time and in accordance with daily priorities. 

• Maintain office, breakroom, and facilities supply inventory, placing orders as needed while working with accounting to reconcile expenditures with established budgets. 

• Ensure office equipment, grounds and building support systems are on a maintenance schedule and remain in operational condition. 

• Schedule and coordinate routine servicing with vendors including, but not limited to, cleaning, security, IT support, heavy machinery maintenance, and landscaping. 

• Escort vendors during site visits and oversee their activities to ensure adherence to company policies. 

• Live within 30 minutes of the headquarters’ office allowing for response to building emergencies as a member of the disaster response team. 

Satellite Facilities Support  

• Provide cyclical support for our metro Atlanta based satellite locations ensuring they are adequately stocked with office and warehouse supplies and the building and grounds are being properly maintained. 

• Report any issues with the satellite locations to the Managing Director of Archival Operations. 

• Act as a backup vendor escort and receptionist in the event of staffing shortage at satellite locations or client visit requiring additional staffing. 

Administrative Support 

• Maintain records related to office operations and vendor agreements. 

• Place reoccurring bills on a schedule and forward payment of same to Accounting and the Managing Director of Archival Operations. 

• Assist leadership with the development and management of budgets for office operations, ensuring cost efficiency and alignment with corporate goals. 

• Process invoices and manage expense reports related to office operations. 

• Assist leadership team with scheduling meetings, managing calendars, and coordinating company events. 

• Coordinate meals and refreshments for client meetings or events, maintaining high service standards. 

• Sign-in guests and handle incoming phone, email, and physical communications, ensuring prompt and professional response.  

Human Resources Coordination 

• Asist with scheduling ad coordinating onsite interviews, onboarding sessions, and training as needed. 

• Assist in managing office policies and procedures, ensuring compliance with company standards. 

Technology and IT Coordination 

• Coordinate with hiring managers to ensure office suites and technology are prepared for the arrival of new employees. 

• Liaise with the IT department to ensure the smooth operation of office technology and resolve technical issues efficiently. 

• Oversee the setup and maintenance of office equipment such as computers, printers, and telecommunication systems. 

• BA in Office Administration, Business Management or a related field preferred. Equivalent work experience will be considered.  

• 5+ years of experience in office management, executive assistantship or a similar role. 

• Experience managing large office spaces, warehouse operations or cultural/heritage facilities is highly desirable.  

• Previous experience supporting multiple locations or satellite facilities is a plus. 

Competencies

• Keen eye for detail and an ability to pursue tasks through completion 
• Excellent organizational and multitasking abilities 

• Ability to communicate clearly and diplomatically, both in writing and verbally, to ensure smooth interaction and accurate relay of information. 

• Proficiency in managing tight deadlines and anticipating executive needs to ensure seamless operations. 

• Proficient in office software (e.g., Microsoft Office Suite, Google Workspace). 

• Proven capability to handle sensitive information with the utmost privacy and professionalism. 

• Capacity to address issues proactively and provide effective solutions to challenges. 

• Financial acumen to master office budget and reporting. 

• Knowledge of health and safety regulations 

• Ability to lift and move office supplies and equipment as needed 

• Flexibility to work occasional evenings and weekends for special events or urgent issues. 

• Valid driver’s license and reliable transportation to coordinate and commute between headquarters and satellite facilities as needed.