Office Manager

About the Opportunity

Vitra Health is seeking a proactive, resourceful Office & Facilities Manager to oversee all aspects of our workplace and support teams across the organization. Reporting directly to the Co-CEO, this hands-on role requires someone who anticipates needs, takes ownership, and gets things done.

Based in Braintree, MA this position manages daily office and front desk operations, travels to the Boston office as needed, and supports out-of-state office expansion when necessary.

Key Responsibilities

Oversee daily office and front desk operations, including reception, visitors, phones, deliveries, and direct front desk coverage as needed.

Manage office facilities, furniture, supplies, equipment, inventory, purchasing, and workspace readiness.

Coordinate maintenance, repairs, building access, office improvements, and relationships with landlords and service vendors.

Support the Boston office as needed and coordinate logistics for out-of-state office openings and expansion.

Partner directly with the Co-CEO and department leaders to prioritize workplace needs and follow through on initiatives.

Organize leadership meetings, conference rooms, company events, employee gatherings, and visiting teams.

Coordinate with HR and IT on employee onboarding, workstations, equipment, access, and office moves.

Monitor office expenses, review invoices, compare vendor quotes, and identify cost-saving opportunities.

Develop consistent office procedures, track assets and records, and improve workflows using technology when appropriate.

Anticipate challenges, resolve issues independently, and communicate timely updates to leadership.

Qualifications

At least five years of experience in office management, facilities, or related workplace operations.

Experience managing front desk functions, vendors, office equipment, and workplace projects.

Strong organizational skills, sound judgment, and the ability to independently manage competing priorities.

Excellent communication and a service-oriented approach with employees, executives, visitors, and vendors.

A proactive, hands-on, go-getter mindset with exceptional follow-through and attention to detail.

Strong proficiency in Microsoft 365, including Outlook, Excel, Word, PowerPoint, and Teams.

Experience with scheduling systems and project management platforms such as Monday.com, Asana, or similar tools.

Comfort using AI tools and technology to streamline administrative tasks and improve efficiency.

Experience with vendor management, purchasing, office budgets, invoice review, and expense tracking.

Working knowledge of office equipment, conference room technology, and coordination of basic IT support.

Excellent organizational, communication, multitasking, and problem-solving skills, with the initiative to anticipate needs and follow through independently.

Ability to work on-site in Braintree, travel to Boston, and support out-of-state expansion when necessary.

Healthcare or multi-location office experience preferred.

What Success Looks Like

You keep the offices running smoothly, ensure reliable front desk coverage, support the Boston team, and proactively solve workplace problems. Employees have what they need, events and meetings run well, and leadership can rely on you to execute without constant direction.