Office Operations Manager

Office Operations Manager Kaleidoscope Inc - 3.7 Chicago, IL Job Details Full-time $60,000 - $90,000 a year 20 hours ago Benefits Free parking Paid holidays Disability insurance Health insurance Dental insurance Paid time off Cell phone reimbursement Employee assistance program Vision insurance 403(b) Life insurance Paid sick time Qualifications Vendor relationship building Customer communication In-person customer service Equipment troubleshooting Administrative experience High school diploma or GED Driver's License Desktop (troubleshooting support) Productivity software Technical Proficiency Full Job Description Lead Daily Operations That Support Meaningful Impact Kaleidoscope is a child and family services agency dedicated to helping young people heal, grow, and thrive. Our work is rooted in compassion, accountability, and partnership with youth, caregivers, funders, and community stakeholders. Through high-quality, community-based services, we strengthen families and promote long-term stability. We are seeking a full-time Office Operations Manager to join our Operations team and play a key role in maintaining a well-functioning, technology-enabled, and supportive workplace. About the Role The Office Operations Manager oversees the daily operations of the office while serving as a critical liaison between staff, leadership, and IT vendors/systems. This role ensures both the physical office environment and operational technology systems run efficiently to support staff productivity and service delivery. This position combines hands-on office management, systems coordination, and IT/vendor oversight, along with supervisory responsibilities for one direct report. The manager is expected to step in to support front desk coverage as needed. What You'll Do Operations & Office Management Maintain a clean, organized, and functional office environment Oversee the daily opening and closing of the office Manage office supply inventory and coordinate purchasing Maintain inventory of office equipment, technology assets, and workspace assignments Coordinate logistics for onboarding/offboarding, including equipment, system access, and workspace setup IT Coordination & Systems Support Serve as the primary internal point of contact for IT vendors and technology support partners Coordinate troubleshooting, maintenance, and escalation of hardware, software, and connectivity issues Support staff with basic technology needs (e.g., equipment setup, office systems navigation, issue triage) Partner with leadership and IT consultants to track, maintain, and update technology inventory and lifecycle management Assist in implementing and maintaining operational systems that improve workflow efficiency and staff productivity Help ensure alignment with agency policies related to technology use, data handling, and systems access (non-technical, coordination-focused) Vendors, Facilities & Systems Manage vendor relationships (IT, building management, office services, etc.) Process operations-related invoices in accordance with established procedures Coordinate internal meeting space usage and serve as calendar liaison Support meeting setup, audiovisual needs, and logistics Develop and improve systems to streamline operational and administrative processes Front Desk & On-Site Support Provide front desk coverage during direct reports' lunch breaks and absences Serve as a key contact for visitors, staff, and service providers Ensure a professional and welcoming office environment Supervision & Leadership Supervise and support one direct report (Office Support Specialist) Provide coaching, oversight, and performance management Participate in hiring, onboarding, and evaluation Partner with leadership to ensure strong communication, consistency, and accountability Additional Responsibilities Support office safety efforts, including drills and emergency procedures Assist with agency events and staff functions (including occasional after-hours support) Contribute to the continuous improvement of office operations and systems Schedule & Work Environment Full-time, 40 hours per week

Onsite:

Monday-Friday, 8:30 AM - 5:00 PM Occasional support of agency or staff events outside of standard hours Professional office environment with standard office and technology equipment What You Need High School Diploma required; Bachelor's degree preferred Minimum 3 years of office management or senior administrative experience Experience supporting or coordinating with IT systems, vendors, or office technology strongly preferred Strong organizational and problem-solving skills with the ability to manage multiple priorities Comfort troubleshooting basic technology issues and supporting staff with systems Proficiency in Microsoft Office and general office systems Strong communication and customer-service mindset A valid driver's license and car insurance must meet Kaleidoscope's minimum requirements, and the ability to travel locally as needed is required.

Position Details Reports To:

Chief People & Ops Officer Manager of People:

Yes (1 direct report - Office Support Specialist)

Exemption Status:

Exempt What It's Like to Work at Kaleidoscope Kaleidoscope is a supportive, mission-driven organization guided by shared values that shape how we serve children, families, and one another: Lead with empathy and non-judgment Practice self-awareness Center youth and caregiver voice and choice Demonstrate flexibility and resourcefulness Balance accountability with authentic relationships Prioritize self-care Commit to curiosity and continuous improvement Why You'll Love This Role Opportunity to shape both operations and workplace technology systems High-impact role supporting staff productivity and service delivery Hands-on leadership with visibility across the organization Collaboration with leadership and external partners Meaningful, mission-driven work supporting children and families Equal Employment Opportunity Kaleidoscope Inc. is an Equal Opportunity/Inclusive/Affirmative Action employer. All qualified applicants will receive consideration without regard to race, color, ancestry, national origin, religion, sex, sexual orientation, gender identity, disability, protected veteran status, military discharge status, age, marital status, parental status, or source of income.