Administrative & Office Services Manager
About The Position
Administrative & Ofice Services Manager - Minneapolis, MN Office HGA, an award‑winning interdisciplinary design firm, is looking for a full‑time Administrative & Office Services Coordinator to join our Minneapolis office. In this role, you’ll lead the Office Services and Administrative Services teams while ensuring the smooth day-to-day operations of the Minneapolis office. This role serves as the operational hub of the office, partnering closely with office leadership, building management, and firmwide operational teams to maintain a highly functional, welcoming, and efficient workplace. The Minneapolis office is home to approximately 325 employees working in 90,000 square feet of office space in the historic Ford Center, a Class A multi-tenant office building located in the Warehouse District and managed by Cushman and Wakefield. We’re seeking someone who genuinely enjoys helping others and takes pride in delivering exceptional service. The right candidate will be organized, detail‑driven, and skilled at balancing multiple priorities, all while staying one step ahead of team needs and bringing a positive, collaborative energy to the workplace. At HGA, we believe that diverse perspectives spark creativity and innovation. Your curiosity, tenacity, and unique insights will make an impact every day—on your colleagues, on our clients, and on the communities who experience the spaces we design.
Requirements
- Bachelor’s degree or equivalent experience
- 5–7 years of facilities coordination, office management, or property management experience
- Experience supervising administrative or operational teams, preferably within an architecture, engineering, or professional services environment
- Strong organizational and communication skills with the ability to manage multiple priorities
- Proficiency with Microsoft Office (Word, Excel, PowerPoint, Outlook)
Nice To Haves
- Newforma and Adobe experience beneficial
Responsibilities
- Oversee the day-to-day operations of the office to ensure a well-managed, efficient, and safe workplace environment.
- Coordinate with building management on maintenance and facility operations.
- Manage vendors and service providers supporting office operations.
- Plan and coordinate office improvements and workspace changes.
- Monitor office services and facilities budgets.
- Serve as the office safety lead and coordinate safety initiatives.
- Lead the 3-person Office Services team responsible for supporting the operational needs of the office.
- Supervise services including mail, supply procurement, and office logistics.
- Oversee the planning of catering and office events.
- Manage workflow requests and prioritize operational needs.
- Work alongside the team during high-demand periods or large office events
- Provide leadership and coordination for the 7-person Administrative Services team supporting office leadership and project teams.
- Supervise consistent best practices for the administrative staff and support teams.
- Maintain communication with office and team leaders to determine priorities.
- Support scheduling, communications, document management, and internal systems.
- Lead firmwide Administrative Services meetings to promote collaboration.
- Build and support a strong service-oriented team.
- Conduct regular one-on-one meetings and team meetings.
- Provide coaching, feedback, and professional development support.
- Assist with hiring, onboarding, and staff coverage planning.
- Partner with office leadership to support a positive and effective workplace culture.
- Provide administrative and operational support to the Minneapolis Office Director.
- Collaborate with firm-wide operational teams.
- Help maintain a welcoming and organized environment for staff, clients, and visitors.
Benefits
- Individuals in this role working more than 24 hours a week on a regular basis are eligible to participate in HGA’s robust benefit programs which include an annual bonus and success sharing bonus program, 401(k) guaranteed contribution, paid parental leave, medical, dental and life insurance plans as well as PTO and short- and long-term disability programs.
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What This Job Offers
Job Type
Full-time
Career Level
Manager
