Job Description

Manager, Office & Facilities Operations

We are seeking a dynamic Manager, Office & Facilities Operations to ensure the seamless functioning of our client's office environment. This role is pivotal in fostering a productive, efficient, and welcoming workplace by overseeing daily office operations, managing vendor relationships, supervising administrative staff, and supporting cross-functional teams including HR, Accounting, and Executive Leadership.

If you're a proactive, organized leader with a passion for creating smooth workflows and a positive office culture, this is the role for you!

Key Responsibilities

Office & Facilities Management

• Oversee all aspects of office operations, ensuring a safe, efficient, and well-supplied workplace for employees and contractors.
• Manage vendor relationships, contracts, and services for office supplies, maintenance, and facility needs—continuously evaluating cost-effectiveness and service quality.
• Coordinate office maintenance, safety protocols, and ensure compliance with health and safety regulations (including OSHA reporting).
• Lead office space planning initiatives in collaboration with leadership, optimizing office usage and attendance tracking.
• Act as Fire Warden, ensuring proper training and a strong safety culture.
• Serve as a Notary Public (NJ), providing notarization services as needed.

Administrative Leadership

• Supervise and develop front office staff, including reception and temporary administrative support.
• Organize internal meetings, company events, and manage day-to-day office communications.
• Oversee incoming/outgoing mail, office correspondence, and ensure smooth coordination across departments.

Financial & Vendor Management

• Process invoices, manage petty cash, and support expense reporting.
• Lead competitive bidding processes and negotiate vendor contracts (e.g., facilities, office services, supplies, travel accommodations).
• Assist with budget preparation and ongoing tracking of office operations expenses.
• Provide administrative support to accounting functions, including general accounts payable activities.

Cross-Functional Support

• Partner with HR on company events, employee programs, and other initiatives.
• Provide administrative assistance to executive leadership and various departments as needed.
• Enforce office policies while promoting a collaborative and positive work environment.

Qualifications

• Associate degree in Office Administration, Facilities Management, Business, HR, or related field required; Bachelor’s degree preferred .
• 5-7+ years of experience in Office Management, Facilities, Operations, or HR support roles.
• Experience in contract/vendor management and administrative operations.
• Prior supervisory experience strongly preferred.
• Notary Public certification (NJ) is a plus.
• Solid organizational, project management, and multitasking abilities.
• Strong communication, interpersonal, and negotiation skills.
• Ability to handle confidential information with discretion and professionalism.
• Proactive problem-solver with sound decision-making skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint); knowledge of HRIS systems is a plus.
• Familiarity with Accounts Payable processes.

Why Join?

You'll play a key role in shaping a productive, efficient, and engaging workplace environment. This is more than just office management—it's about creating the foundation for teams to thrive.

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