For Alumni: Office Manager
We are seeking a proactive, personable and tech-savvy Office Manager to join our growing firm as a critical member of the corporate support team. Reporting to the Chief of Staff and working closely with the head of Talent and Culture, the Office Manager will be responsible for ensuring our new office is a productive, collaborative and welcoming work environment. This role has 2 primary components -- office management, and office technology support, ranging from continuous management of space improvements, organization and upkeep of security systems, equipment and supplies, keeping spaces clean and stocked, managing vendors & service providers, greeting visitors, and providing additional administrative support as needed.
What you'll do
Office Space Ownership
- Directly contribute to office productivity and functionality by ensuring temperature, lighting, space, seats, and tables are optimized for the well-being of the team
- Be the point person for and optimize facilities services with a wide range of responsibility -- mailing, custodial, delivery, building engineering, repairs and maintenance
- Manage seating plan and changes
- Upkeep of conference rooms, making sure they're clean, stocked, and always ready for use
- Manage inspections and ensure compliance -- fire, electric, plumbing, insurance policy, etc. -- and make sure physical space meets health and safety standards
- Create our emergency preparedness plan
- Maintain and update Business Continuity Plan
- Manage food and beverage programs, making sure healthy and delicious snacks and lunches are available for the team
- Manage and regularly update/restock inventory of kitchen and office supplies to meet company needs
- Greet all visitors and facilitate meeting set up
- Ensure remote employees' general connectivity and onsite visit management
- Prepare the spaces for firm-wide events, such as All Hands, Lunch & Learns, office parties and much more
- Source and maintain vendor relationships and subscriptions
Office Technology Support & Ownership
- Maintain the office security system (e.g. Brivo, NAVCO)
- Wireless (e.g. password update, network vendor liaison)
- Printing/Copying/Fax equipment and services
- Keep track of overall inventory management (laptops, monitors, phones, etc)
- Purchase and setup of IT equipment (e.g. Laptop, phone) for onboarding
- Manage laptop replacement program
- Manage loaner equipment and consultant equipment/access
- Manage and troubleshoot conference/collaboration technology
- Source and manage IT services vendors in collaboration with tech product lead
- Manage IT requests and provide basic IT support in a timely and effective manner
- Manage scheduled IT activities (e.g. security audit, equipment review, etc.)
- Manage overall vendor and product list (list of vendors, licenses, subscription cycle, etc.)
What you bring to the table
- Bachelor's degree
- 3+ years of office management, administrative support and/or facilities experience
- Knowledge of office management responsibilities, systems and procedures and adaptable to changing processes and eager to try new things
- Technically savvy: comfortable and confident using MacOS/Apple hardware, G-Suite, Zoom, Slack and other professional productivity tools and software
- Excellent time management skills and ability to multitask and prioritize work
- Emotionally mature with excellent interpersonal skills
- Highly collaborative team skills with the ability to interface with all levels of staff, vendors, and guests
- Demonstrates professionalism at all times an
- Outstanding organizational and planning ability with superb attention to detail
- Self-starting, resourcefulness, and motivated to become a critical member of our team
We invite you to apply if you’re interested in working with collaborative, respectful, eagerly-nerdy individuals who delight in solving hard problems together.
And yes, Theorem is an equal opportunity employer and we provide work authorization sponsorship.