Office Manager (19735)

JOB SUMMARY

The Office Manager is responsible for ensuring the Scottsdale office operates efficiently, professionally, and consistently as a productive workplace for employees, clients, vendors, and visitors. Reporting to the VP, Operations, this role oversees office operations, facilities coordination, workplace services, meeting and event support, vendor management, inventory and purchasing, and employee workplace logistics. The Office Manager serves as the primary point of contact for office-related needs and works closely with Human Resources, Information Technology, Finance, and Operations to deliver a welcoming and reliable workplace experience. The position also supports operational projects and process improvements assigned by the VP, Operations.

ESSENTIAL FUNCTIONS

Office Operations & Workplace Experience

• Oversee day-to-day office readiness, appearance, and functionality, including shared spaces, conference rooms, kitchens, supply areas, workspaces, and opening and closing routines.

• Serve as the primary contact for office-related questions, workplace requests, deliveries, mail, shipping, visitors, and general office support.

• Coordinate workplace communications, office announcements, closure notices, and operational updates.

• Provide a professional and welcoming experience for employees, candidates, clients, vendors, and visitors.

Facilities, Safety & Building Coordination

• Coordinate with building management and service providers regarding repairs, maintenance, cleaning, security, access cards, parking, workplace conditions, and facility improvements.

• Conduct routine office walkthroughs, monitor open service requests, and address cleanliness, safety, furniture, equipment, and preventive maintenance needs.

• Maintain safety and emergency supplies and coordinate required inspections, drills, emergency readiness, and business continuity communications.

• Promptly escalate significant facility, security, safety, cost, or business interruption concerns to the VP, Operations.

Inventory, Purchasing & Workplace Logistics

• Manage office, kitchen, meeting, printing, postage, and general workplace supplies, including inventory, purchasing, receiving, stocking, and appropriate disposal or recycling.

• Coordinate seating assignments, workspace setup, office moves, and furniture logistics.

• Partner with Human Resources and Information Technology on onboarding and offboarding logistics, including workspace readiness, equipment coordination, access, and employee arrivals and departures.

• Maintain accurate records for office assets, furnishings, access cards, parking, inventory, vendor services, and workplace procedures.

Meetings, Visitors & Employee Events

• Arrange conference rooms, catering, refreshments, meeting setup, technology readiness, visitor logistics, and post-meeting cleanup for internal meetings, executive sessions, and client visits.

• Coordinate employee events, office celebrations, recognition activities, and other workplace programs in partnership with Human Resources, Marketing, and other functional teams.

• Provide onsite execution support for firmwide initiatives and Scottsdale office events.

Vendor & Financial Administration

• Manage day-to-day vendor relationships, service scheduling, issue resolution, performance follow-up, and administrative documentation for office-related providers.

• Maintain vendor service records and renewal calendars and surface service, cost, performance, or timing concerns in advance.

• Route invoices, receipts, purchasing documentation, and budget information to Finance in accordance with established controls and approval processes.

Administrative & Project Support

• Provide administrative and project support to the VP, Operations, including workplace projects, operational initiatives, and special assignments.

• Document recurring processes, maintain practical procedures and checklists, and strengthen backup coverage for critical office activities.

• Identify and implement practical process improvements that enhance service delivery, workplace efficiency, communication, and the employee experience.

• Handle confidential or sensitive information with discretion, sound judgment, urgency, and reliable follow-through.