Office Manager

Job Summary:
We are seeking a proactive, detail-oriented, and resourceful Office Manager to oversee daily office operations while optimizing office functionality and workflow. This role requires a strong leader capable of coordinating office teams, budgets, and projects, as well as streamlining office processes to enhance productivity. The Office Manager will also provide high-level administrative support to senior leadership, manage client/vendor relationships, and coordinate office events and special projects. The ideal candidate will be a hands-on individual who thrives in a dynamic environment, possesses strong organizational skills, and can work independently and collaboratively with multiple teams.

Key Responsibilities:

• Office Operations Management:
  • Foster a positive office culture, ensuring clear communication, collaboration, and efficient teamwork.
  • Oversee the daily operations of the office, ensuring all functions run smoothly and efficiently.
  • Develop, implement, and continuously improve office policies, procedures, and best practices to optimize productivity.
  • Manage office facilities, equipment, and office technology, ensuring proper functioning and troubleshooting when necessary.
• Financial Oversight & Budget Management:
  • Manage check deposits, client invoices, and accounts receivable
  • Manage credit card relationships - limits, ordering new cards, issues, etc.
  • Administer expense report and travel platform (Concur).
  • Manage office supplier/vendor relationships and negotiate contracts.
• Event & Project Management:
  • Coordinate and lead office-wide events, meetings, and corporate activities, ensuring seamless execution.
  • Manage catering and logistics for special projects, ensuring deadlines and budget expectations are met.
  • Organize and manage corporate travel, conferences, and team-building events as needed.
• Advanced Administrative Support:
  • Handle confidential information with discretion, ensuring sensitive data is protected.
  • Provide high-level administrative support to senior management, including calendar management, travel planning, and communications.
  • Assist with strategic decision-making by preparing reports, presentations, and other executive-level documents.
  • Work with Legal to set up licenses in new states and file the required quarterly and annual reports for existing registrations.
  • Ensure subcontractors comply with insurance requirements and maintain COIs. Perform annual insurance audit(s) as required.
  • Collect and maintain diversity information from contractors and vendors; complete administrative paperwork as needed.
  • Manage temporary office staff / interns when applicable.
  • Provide clerical and administrative support to management as requested.
• Client & Vendor Relationship Management:
  • Serve as the primary point of contact for clients, visitors, and vendors, ensuring a positive and professional office environment.
  • Coordinate client meetings, assist with client communication, and maintain strong relationships with external partners.
  • Oversee inventory management system
  • Administer paperwork for vendors and customers (Onboarding, MSA, etcs).
• Human Resources Support:
  • Assist with the recruitment process, including posting job openings, screening applicants, and organizing interviews.
  • Manage the onboarding process for new employees.
  • Maintain employee records and assist with other HR-related tasks as needed.
  • Manage employee benefits, payroll coordination, and compliance with HR policies.
  • Oversee the bi-annual review process.
  • Oversee employee benefits – includes research, implementation and maintenance (health, dental, 401k, profit sharing, etc.). Manage health insurance annual open enrollment
  • Keep employee handbook up to date.
  • Administer worker’s compensation documentation in case of injury; maintain OSHA logs annually.
• Technology & Systems Integration:
  • Oversee the integration of new office technologies and systems, ensuring smooth implementation and training for staff.
  • Manage Greystone relationship (including requirements and performance evaluation).
  • Maintain SharePoint/Teams/Portal.
  • Manage Hardware (e.g. computers, etc.) and Software with Greystone assistance.

Required Qualifications:

• Minimum of 3-5 years of experience in office management, with at least 1 year in a leadership or senior role.
• Proven track record of managing office teams, budgets, and office functions.
• Strong leadership, organizational, and time management skills.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), and familiarity with office management software (e.g., Asana, QuickBooks).
• Excellent verbal and written communication skills.
• Strong problem-solving skills with the ability to manage multiple priorities and deadlines.
• Ability to work independently and collaboratively with cross-functional teams.

Preferred Qualifications:

• Bachelor's degree in business administration, management, or a related field.
• Experience in managing facilities and office technology systems.

• Experience with human resources functions (onboarding, benefits, etc.) and familiarity with policies.

Working Conditions:

• Full-time position.
• Monday to Friday, 9:00 AM to 5:00 PM, with flexibility required for occasional events and projects.

• Office environment with occasional travel for company events or vendor meetings.

Enabled Energy is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status class. 

Exempt Status: Exempt