Office Manager

Responsibilities:

• Handle door reception and visitor management, demonstrating warm hospitality and administrative support as needed. Take pride in creating a space where people feel focused, supported, and welcomed.
• Prepare for and welcome new onsite employees as directed by HR, act as on-site liaison, helping with workstation set up, building access, and introductions.
• Schedule conference room usage daily and prepare rooms for meetings and client visits, including preparing refreshments, tidying up as needed, and confirming media systems are working properly.
• Perform supplemental facility maintenance duties on designated days and as needed, manage stocking of cleaning supplies, and maintain outdoor areas.
• Maintain the office kitchen by ensuring cleanliness and organization throughout the day. Responsibilities include stocking the refrigerator, maintaining clean and clear counters, replenishing snacks, managing the dishwasher and sink, ensuring fresh coffee is available, and handling weekly orders of kitchen essentials and food items.
• Sort and organize incoming mail and prepare and send outgoing mail (FedEx, UPS, USPS), scanning and sharing documents as directed.
• Assist with event coordination by ordering supplies, helping to set up, coordinating with the cleaning crew for event support, and managing post-event cleanup.
• Organize and log company merchandise and distribute or ship out to people or companies as directed.
• Support basic sound stage operations by coordinating access, maintaining cleanliness and safety, and liaising with production teams or vendors using the space.
• Oversee office furniture needs by coordinating procurement, assembly, repairs, and reconfiguration of workstations or shared areas; maintain an organized inventory of spare chairs, desks, and accessories.
• Report and manage building issues with the property management, sharing any cost information with the President and Finance. Coordinate with contractors and vendors (including cleaning crews, HVAC technicians, electricians, deliveries, etc.) and supervise any contractors performing on-site work to ensure timely and quality service.
• Maintain emergency supply kits and office safety procedures; serve as point-of-contact for fire drills, building access, and emergency response protocols.
• Support sustainability and waste management programs, including recycling, e-waste disposal, and compost efforts, aligning with company values and waste vendors’ requirements.
• Communicate facility updates or issues to staff and notify people of maintenance, access, or parking changes.
• Maintain accurate records of the office vendor contracts, building communications, and facilities-related expenses; share documentation with Finance as appropriate.
• Take initiative to identify and resolve issues before they escalate; act as the primary point of contact for all in-office needs and troubleshooting.

Qualifications

• Strong organizational and time-management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in basic office software, hardware, and online ordering platforms. Familiarity with tools like Google Workspace, Zoom, basic AV equipment, printer, and TV display troubleshooting. 
• Ability to handle multiple tasks and prioritize effectively.
• Reliable and punctual.
• Basic knowledge of building maintenance processes.
• Physical ability to lift boxes up to ~25 lbs and perform light facilities tasks, including the safe use of basic tools such as a screwdriver, drill, step stool, and other common equipment for office upkeep.
• Discretion and professionalism at all times, and particular sensitivity with confidential information.
• Experience with event coordination or working in a fast-paced or creative environment (media, entertainment, production) is preferred.
• A customer service or hospitality background is a plus.
• Fluency in both English and Spanish is a plus.
• Success in this role means anticipating team needs, creating a calm and well-equipped workspace, and helping the day run smoothly for everyone in the office.

Compensation is $25-$30 per hour based on experience for a 40-hour work week.