Office Manager

Summary

We are seeking an experienced, highly organized Office Manager to establish and lead operations at our new San Antonio facilities. This is a hands-on role that requires a seasoned professional who can independently manage dual facility locations situated one mile apart, combining strategic ownership of office operations with daily reception responsibilities. The Office Manager will be the first point of contact for visitors and vendors, while also ensuring both facilities run smoothly, supporting business functions, and coordinating internal and client-facing events. This position requires a confident self-starter who can manage multiple priorities, build strong relationships, and represent the company with professionalism. This position offers the opportunity to build processes from the ground up in a growing company.

Essential Duties and Responsibilities

Facilities Duties

• Oversee two facility locations and ensure buildings are properly maintained and organized.
• Manage relationships with building management, maintenance providers, and service vendors (e.g., janitorial, security, catering, and office supply vendors) for both locations.
• Coordinate office moves, space planning, and workstation setup for new hires.
• Monitor, purchase and manage inventory of office supplies, furniture, and equipment across dual sites.
• Coordinate maintenance requests, repairs, and facility improvements.
• Serve as primary contact with property management.
• Distribute appropriate facilities announcements to employees.
• Maintain compliance by distributing foreign visitor announcements to employees.
• Ensure compliance with health, safety, and security standards across both facilities.
• Monitor and manage facility budgets, tracking expenses and identifying cost-saving opportunities.
• Partner with IT and other internal teams to ensure technical resources are maintained and functioning properly.

Event Planning & Organization Duties

• Plan and execute internal meetings, from small team gatherings to large facility-wide events.
• Coordinate external-facing events, including client meetings, vendor visits, entertainment and executive site tours.
• Organize location-specific company events, celebrations, and employee recognition programs.
• Manage event logistics such as catering, A/V equipment, meeting materials, and venue logistics.

Administration Duties

• Provide administrative support to the site supervisor.
• Develop, implement and serve as on-site lead for office policies, procedures, and administrative systems.
• Manage office communications, including phone systems and directory maintenance.
• Partner with the corporate administrative team to align San Antonio practices with company standards.
• Track and reconcile office-related expenses, budgets, and vendor invoices.
• Provide administrative support for leadership visits, including scheduling, travel coordination, and onsite logistics.
• Prepare memos, reports and other documents using Microsoft Office Suite.
• Maintain confidential information with discretion and professionalism.

Reception Duties

• Serve as the first point of contact by greeting and assisting visitors, clients, and vendors at the front desk.
• Screen and announce visitors to appropriate personnel.
• Provide visitor badges and parking validation.
• Answer and route incoming calls, manage deliveries and mail distribution, and monitor visitor access in compliance with company security procedures.
• Maintain the reception area to reflect a professional, welcoming environment.
• Provide general administrative support to staff as needed from the front desk.
• Maintain regular attendance including being at work, being on time to work, and working full shifts.
• Other duties may be assigned.

Competencies

To perform the job successfully, an individual should demonstrate the following competencies:

Greenpoint Core Competencies

• Adaptability – Adapts to changes in the work environment, manages competing demands, and accepts constructive criticism/feedback and changes approach or method to best fit the situation.
• Communications – Expresses ideas and thoughts effectively in verbal and written form, exhibits good listening and comprehension, keeps others informed and uses appropriate communication methods.
• Dependability – Responds to requests for service and assistance, follows instruction and responds to management direction, takes responsibility for own actions and doing the best job possible, keeps commitments, and maintains reliable attendance.
• Initiative – Sets and achieves challenging goals, demonstrates persistence and overcomes obstacles, measures self against standard of excellence, recognizes and acts on opportunities, and takes calculated risks to accomplish goals.
• Teamwork – Balances team and individual responsibilities, exhibits objectivity and openness to others' views, gives and welcomes feedback, contributes to building a positive team spirit, and puts success of team above own interests.
• Work Quality – Demonstrates accuracy and thoroughness, displays commitment to excellence, looks for ways to improve and promote quality, applies feedback to improve performance, and monitors own work to ensure quality.

Job Core Competencies

• Customer Service – Displays courtesy and sensitivity, manages difficult or emotional customer situations, meets commitments, responds promptly to customer needs, solicits customer feedback to improve service.
• Planning & Organization – Prioritizes and plans work activities, uses time efficiently, plans for additional resources, integrates changes smoothly, sets goals and objectives, works in an organized manner.

Summary of Education, Experience & Certification

Associate's degree (AA) or equivalent from two-year college or technical school, or equivalent combination of education and experience. Minimum of ten years of office management, facilities coordination or administrative leadership experience.

US Citizen Required - this position is located at a facility that requires special access. 

Required Knowledge, Skills & Abilities

• Proven experience managing multiple priorities and locations simultaneously in a fast-paced environment.
• Excellent written and verbal communication, organizational and problem-solving skills with attention to detail.
• Professional demeanor with strong customer service orientation.
• Demonstrated experience with Microsoft Office Suite and ability to quickly learn company systems.
• Ability to work independently and cross-functionally as part of a growing team while exercising sound judgment in decision-making.
• Reliable transportation and ability to travel between facilities as needed.
• Ability to read and comprehend simple instructions, short correspondence, and memos.
• Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percentage and to draw and interpret bar graphs.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Ability to sit for extended periods of time, use hands to lift and/or move up to 10 pounds, occasionally lift and/or move up to 25 pounds, and have close/color vision ability to adjust focus.
• Ability to travel as required.
• Ability to work overtime as required.

About Greenpoint Technologies 
Greenpoint delivers nose-to-tail VIP Jet aircraft interiors for private clients and Heads-of-State.  We are proud to be known in the aerospace industry for our design and engineering innovation, award-winning company culture, and on-time delivery of our beautiful products. We use leading-edge tools and employee-built processes to deliver extraordinary, one-of-a-kind custom aircraft interiors.  It’s complex work, but we work smart.  In return for hard work, collaboration, and creativity, our people experience a culture custom built for high achievers:

• Big jobs and stretch assignments.
• High accountability environment, with transparent decisions aligned to values, open communication, and engaged leadership.
• Ability to make a big, visible impact on the end product. 

We welcome diverse contributions and provide equal employment opportunities to all individuals without regard to race, color, religion, national origin, gender, sexual orientation, gender identity, age, physical or mental disability, genetic factors, military/veteran status or other characteristics protected by law.