Office Operations Manager

Summary:

The Office Operations Manager is responsible for overseeing the daily administrative, front office, and facility operations of the company. This position serves as the primary point of contact for visitors, customers, vendors, and employees while ensuring the office operates efficiently and professionally. The Office Manager manages office administration, facility vendors, office and warehouse supply purchasing, business licenses and registrations, certification programs, compliance documentation and general office support functions. The ideal candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities while maintaining a high level of professionalism and customer service.

Responsibilities:

Serve as the first point of contact for visitors, customers, vendors, and employees. Answers and direct incoming emails, and correspondence. Greet visitors and maintain a professional and welcoming office environment. Manage incoming and outgoing mail, packages, and courier services. Schedule meetings, appointments, conference rooms, and company events. Maintain organized electronic and physical filing systems. Prepare reports, correspondence, spreadsheets, and other business documents. Provide administrative support to management and various departments as needed. Manage and maintain all company business licenses, permits, registrations, and renewals. Monitor expiration dates and ensure timely submission of renewal applications and fees. Coordinate and maintain company certifications and compliance programs. Gather, organize, and submit documentation required for certifications, audits, and renewals. Maintain accurate records of licenses, certifications, permits, and compliance documents. Serve as a liaison with regulatory agencies, certification organizations, and auditors. Oversee the daily operation, appearance, and organization of the office. Coordinate cleaning services, maintenance vendors, and facility service providers. Schedule repairs and maintenance for office equipment and facilities as needed. Ensure office common areas, conference rooms, breakrooms, and reception areas are maintained in a clean and professional condition. Assist with office safety initiatives and workplace readiness. Monitor inventory levels and maintain adequate stock of office supplies, warehouse supplies, breakroom items, and safety supplies. Purchase and replenish supplies as needed to support daily operations. Research vendors, obtain pricing, and coordinate purchasing activities. Track supply usage and expenses to support budget management and cost control. Coordinate deliveries and ensure timely receipt of ordered materials. Maintain professional relationships with vendors, suppliers, service providers, and government agencies. Respond to general inquiries from customers, vendors, and business partners. Assist with employee onboarding documentation and administrative processes. Support company events, meetings, and special projects. Coordinate administrative activities across departments to ensure efficient operations. Provide backup administrative support to other departments as needed. Participate in training and professional development activities. Perform other duties and responsibilities as assigned to support company operations and business objectives.

Qualifications and Requirements:

Associate's degree in Business Administration, Office Management, or a related field preferred; equivalent work experience may be considered. Minimum of 2-4 years of experience in office administration, office management, executive support, or a related administrative role. Ability to research and manage business licenses, permits, registrations, certifications, or compliance documentation preferred. Experience coordinating vendors, facility services, office purchasing, and inventory management. Experience working in a logistics, transportation, warehousing, manufacturing, or professional services environment is a plus. Strong knowledge of office administration and business operations. Strong organizational skills with the ability to manage multiple projects and deadlines simultaneously. Excellent verbal and written communication skills. Strong customer service and interpersonal skills. Ability to work independently and exercise sound judgment. Strong attention to detail and accuracy. Ability to maintain confidentiality and handle sensitive information professionally. Problem-solving skills with a proactive approach to identifying and resolving issues. Bilingual (English/Spanish) a plus. Experience supporting leadership teams.

Job Type:

Full-time Benefits:

401(k) 401(k) matching Dental insurance Health insurance Life insurance Paid time off Vision insurance

Experience:

Warehousing/Logistics:

2 years (Required)

Language:

Bilingual (English and Spanish) (Required)

Work Location:

In person