Office & Facilities Manager - support indie business!

INFRA•Saint Paul, MN

111d•$57,500 - $84,000•Hybrid

About The Position

This role is responsible for the overall management and improvement of the office and facilities, ensuring a safe, comfortable, and productive working environment. The position involves managing administrative and operational tasks, building maintenance, vendor relations, and supporting various teams within the organization. Additionally, the role provides administrative support, coordinates meetings and events, and assists with event execution. The company emphasizes a collaborative, supportive, and nimble work environment, driven by member needs and innovation.

Requirements

2 years of progressive experience in office management, preferably in professional services-based organizations (association, legal, accounting, etc.).
Associates Degree or advanced training in business administration, or 2 additional years' experience.
Experience working in a stand-alone office with facilities needs.
Dynamic interpersonal skills and understanding of how to work in a collaborative, thoughtful, and nimble environment with a spirit of support and assistance.
Advanced proficiency in Microsoft Office.
Strong skills in data entry, analysis, and reporting, including experience with associated technology.
Demonstrated project, organizational, and stress management skills; able to proactively prioritize and seamlessly perform multiple tasks in a cool, collected manner.
Excellent attention to detail, planning, communication, and follow through.
Forward-looking thinker with demonstrated proactive problem-solving skills.
Team member who actively seeks opportunities and proposes solutions.
Situationally appropriate communicator. Balance of empathy, directness, and tact when managing sensitive or confidential situations.
Proven ability to handle confidential information with discretion.
Must be able to lift 50 lbs, climb, stoop, reach, and do computer work.
Periodic local travel required.
Must have a valid driver's license and be able to operate a vehicle.

Nice To Haves

Knowledge of the food industry.
Preferred experience with SharePoint, CRMs, Project Management software, Accounting systems, and/or with other SaaS tools.
Event planning or support is highly desirable.

Responsibilities

Manage reception duties including visitor assistance, call management, and general inquiries.
Oversee all aspects of office and facilities management, ensuring a safe and comfortable working environment.
Maintain cleanliness and orderliness of all office spaces, common areas, and exterior spaces.
Handle in-office administrative and operational tasks.
Manage facilities, building, and office maintenance, including repairs, upkeep, snow removal, lawn care, pest control, receiving, organization, cleanliness, and security.
Identify areas for improvement and implement solutions to enhance office productivity.
Manage mail, supplies, and inventory, including shipping, tracking, ordering, and sourcing.
Track and manage office and event-related expenses against the annual budget.
Liaise with vendors and service providers, maintain service contracts, and ensure timely delivery of services and products.
Provide on-call availability for off-hours building needs.
Collaborate with teams to order, print, and organize promotional and event materials.
Support various departments such as marketing, member success, purchasing, and People & Culture.
Provide backup and partnership to Accounting, People & Culture, and other administrative tasks.
Schedule and coordinate meetings, appointments, and events.
Arrange necessary resources for meetings, including rooms and equipment, and coordinate food deliveries.
Manage calendars, schedules, and appointments for office activities and special events.
Coordinate with internal teams and external vendors for smooth operations.
Support, coordinate, and/or execute company, partner, or community events, meetings, and conferences.
Handle event logistics, including catering and audio-visual requirements.
Attend events as primary support or host as needed.