Office Manager

Position Summary

Office Manager

Location: Palm Beach Gardens, FL
Salary: $60,000 – $70,000 / year

Position Overview

The Office Manager is the operational backbone of the company, blending hospitality management, event coordination, and strategic oversight. This role owns day-to-day office operations while supporting trade show logistics, internal events, and employee experience. As the headquarters expands from 9,000 to 25,000 sq ft, this position supports seamless scalability in a dynamic, fast-paced environment.

Key Responsibilities

Front-of-Office & Daily Operations

• Serve as the office's primary point of contact: greet visitors and candidates, manage visitor flow, and maintain a welcoming and secure front office environment.
• Open and close the office daily: tidy common areas, restock supplies, verify security, confirm shipments, and address urgent needs.
• Track invoices, submit receipts to Accounts Payable, and deliver or secure checks appropriately.
• Facilitate internal communication via Teams announcements and Microsoft Forms.
• Support executives and leadership with administrative needs.

Trade Show & Event Coordination Support

• Assist with logistics for approximately 40 to 50 trade shows and conferences per year, including hotel blocks, registrations, A/V orders, booth material shipping, and deadline tracking.
• Maintain event timelines, checklists, and coordination trackers; communicate with vendors and exhibitors.
• Manage event supply orders, inventory, assembly of materials, and related errands.
• Support budget tracking and expense documentation.

Internal Events Planning & Execution

• Plan and execute employee-focused events such as monthly lunches, team outings, seasonal celebrations, and morale initiatives.
• Handle catering coordination, setup/breakdown, RSVP tracking, and day-of support.
• Capture event photos and forward to Marketing.

Facilities, Vendors & Security

• Track and coordinate repairs, schedule vendor visits, and liaise with building management, cleaning, HVAC, security, and supply vendors.
• Coordinate badge and building access; assist with security system coordination and offboarding access changes.
• Support office expansion logistics.

Pantry, Supplies & Procurement

• Manage pantry and office supply ordering using Amazon Business, Walmart, Sam's Club, and other vendors.
• Track pantry and supply budgets and report spend.

Onboarding, Remote Support & Travel

• Coordinate new hire onboarding including desk setup, badges, welcome kits, and workspace readiness.
• Coordinate shipment of equipment and welcome packages for remote employees.
• Book and manage employee travel and submit documentation to Accounts Payable.

Gifts, Uniforms & Shipping

• Coordinate client and employee gifts end-to-end, including sourcing, assembly, packaging, shipping, and spend tracking.
• Manage uniform ordering, sizing, inventory, and distribution.
• Oversee outbound shipping, carrier pickups, tracking, returns, and international paperwork.

Skills & Qualifications

• 3–5+ years in office management, operations, or similar role with experience overseeing larger spaces.
• Strong organizational, communication, and multitasking skills with attention to detail.
• Expertise in facilities oversight, vendor management, inventory control, and event coordination.
• Proficiency with Microsoft 365 Suite (Outlook, Word, Excel, Teams, SharePoint); familiarity with Canva is a plus.
• Reliable transportation and ability to lift up to 30 lbs.

What Success Looks Like

• Smooth daily office operations with stocked supplies and organized workflows.
• Accurate and timely coordination of trade shows and internal events.
• Seamless onboarding experience for new hires and remote employees.
• Thoughtful, well-executed client and employee gifts delivered on time.
• Consistent, proactive support across office operations and events.

This position includes occasional physical activity such as bending, reaching, kneeling, lifting, carrying, and moving office supplies or equipment weighing up to approximately 30 pounds. Reliable transportation is required for local errands. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential functions.

Equal Employment Opportunity: The company is committed to providing equal employment opportunities in all employment practices without regard to legally protected characteristics.