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Office Manager

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WHO ARE YOU? You are a detail-oriented, charismatic and solution-oriented office/ administrative professional. You consider yourself an administrative and facilities expert who enjoys supporting others and managing all of the intricacies of an innovative and active office environment. Your experience in similar roles, attention to detail, and organizational skills ensures the workplace is running efficiently daily.

WHO ARE WE? We are passionate, lifelong learners, and creative thinkers working daily to develop culturally authentic language materials.

WHAT IS THE ROLE ABOUT? The Office Manager is a dynamic role with diverse responsibilities across a variety of key areas such as administration, facilities and employee experience. In this role, you will have an important impact on cultivating a thriving office environment and employee experience, and that goal is at the forefront of everything that you do! As our Office Manager, you will be the first point of contact for facility-related issues, support employees with shipping packages, procuring equipment and supplies, and maintain supply budgets. Additionally, you will be responsible for setting up workstations for new joiners, creating purchase orders, organizational charts and invoice reconciliation. As a member of the people-operations/ HR team, you also provide support with employee recognition, which includes organizing catering and events as well as seasonal volunteer opportunities. A successful Office Manager works with a high degree of professionalism, urgency and confidentiality; you’re a true problem solver with a ‘roll up the sleeves’ attitude; no task is too big or too small!

IN THIS ROLE YOU WILL:

Evaluate office operational workflows and processes, identify and implement efficiencies that result in positive impacts on office procedures and employee experience
Maintain a functioning office environment by ensuring working equipment (coffee machines, mail machine, printers etc.) is in working order, stock, tidy common spaces and order office supplies, equipment and furniture
Develop programs to maintain or reduce costs while elevating office operations; track and manage supply budget and inventory
Organize office layout, workspace needs and guest workstations (i.e. hoteling)
Create expense and purchase orders and manage invoice reconciliations
Develop and implement safety and emergency protocols to guarantee security awareness in the office
First point of contact for all building and facility related issues
Collect and distribute mail and packages (maintain account relationships with vendors such as UPS, FedEx etc.) maintain active vendor lists
Greet and welcome guests, direct calls, create office badges
Craft organizational communications, create meeting presentation slide-decks, create documentation for office/ equipment policies and procedures
Create organizational charts and business cards
Send welcome packages to new joiners and other important employee milestones
Maintain an organized calendar to ensure all meetings and employee events are tracked
Assist with travel and relocation logistics when needed
Work cross functionally with HR, Accounting, and IT with various tasks and projects
Additional responsibilities may be assigned when needed

YOU MUST HAVE (MINIMUM REQUIRED SKILLS & EXPERIENCE)

Associates Degree required
5 years of experience in an office management role with prior experience managing facility related issues required
Prior experience managing corporate event catering as well as office and kitchen supplies required
Prior experience with event planning required
Prior experience with reconciling expense reports as well as Budgeting and Purchase Order software required
Strong Microsoft Office (including Power Point and Excel) acumen required for data entry, manuals, and reports
Prior experience working with Human Resources and matters of sensitivity and discretion
Must to able to lift up to 15lbs when necessary

IDEAL IF YOU HAVE or ARE (PREFERRED SKILLS & EXPERIENCE)

Prior experience developing or leading trainings
Strong professional communication skills (written and phone)
Proven organizational and problem-solving skills
Strong time and calendar management skills
Solid project management skills; effectively manages multiple competing priorities
Previous experience overseeing multiple office locations
Prior experience with payroll or accounting software
Prior experience working with and coordinating with IT
Attention to detail and ability to “think outside the box” in a fast paced environment

LOCATION

In-Office: This role requires an in-office schedule Monday through Friday at our Boston, MA location and is not available for hybrid. Suitable candidates must be located in Massachusetts. Candidates must reside within the United States and be willing to meet this requirement to be considered. Relocation assistance is not available at this time. This role requires some availability on nights and weekends for office emergencies

Vista Higher Learning Glassdoor Company Review

2.9

Vista Higher Learning DE&I Review

3.63

CEO of Vista Higher Learning

Jon Aram

Approve of CEO

Average salary estimate

$60000 / YEARLY (est.)

min

max

$50000K

$70000K

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What You Should Know About Office Manager, Vista Higher Learning

As the Office Manager at our innovative company, you’ll play a pivotal role in creating a vibrant and efficient workplace where creativity thrives. If you’re a detail-oriented and charismatic professional who enjoys turning challenges into solutions, this is the perfect opportunity for you! The Office Manager is at the heart of our operations, juggling a variety of tasks that range from administrative duties to employee experience enhancement. Your expertise will shine as you manage facility-related issues and support employees with their logistical needs, such as shipping packages and procuring essential office supplies. You’ll also lead initiatives to foster a welcoming environment, like organizing events and recognition for our team members. With your keen eye for detail, you’ll ensure that office workflows run smoothly and equipment, such as printers and coffee machines, are always in top shape. Your role will require not only strategic operational oversight but also a warm presence as you greet guests and assist with office logistics. Collaboration with HR and other departments is key to maintaining an engaging culture, and you’ll have the chance to make a significant impact. So, if you're looking for an opportunity where you can make a real difference and help shape a positive office atmosphere, join us at our Boston location, and let's work together to inspire innovative thinking and shared success!

Frequently Asked Questions (FAQs) for Office Manager Role at Vista Higher Learning

What are the main responsibilities of the Office Manager at your company?

The Office Manager at our company is responsible for a broad range of tasks, from overseeing daily operations and facility-related issues to enhancing the employee experience. You will manage office supplies, greet guests, organize events, and collaborate with HR to create a welcoming environment. Your organizational skills will help streamline workflows and ensure that all processes run smoothly, making you a crucial part of our team.