Office Manager (LA)

Bellwether•El Segundo, CA

11d•$82,500 - $90,000•Onsite

About The Position

Responsible for overseeing daily office operations to ensure efficiency, organization and a productive work environment. Manages administrative functions, office supplies, vendor relationships, and facility maintenance while supporting internal and executive teams as needed. Ensures compliance with office policies and protocol, coordinates internal events and communications, and optimizes operational workflows proactively to enhance overall workplace efficiency. Acts as a key point of contact for employees, external partners, and guests, fostering an inviting, well-organized and professional office environment.

Requirements

At least 3 years of relevant experience in office management or executive assistance.
Strong understanding of office management best practices, including organization, workflow optimization, and process efficiency.
Experience in managing office supplies, equipment, and vendor relationships to ensure smooth operations.
Strong ability to prioritize tasks, manage multiple deadlines, and adapt to changing office needs.
Effective troubleshooting skills and proactive approach to identifying and implementing solutions and process improvements.
Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook), as well as virtual meeting platforms (Zoom, Teams, etc.), and other administrative tools.
Self-driven, proactive, and capable of solving problems independently while improving office processes and services.
Exceptional verbal and written communication skills, with the ability to listen actively and present information clearly and effectively.
Strong customer service orientation to provide a welcoming and professional office environment.
Ability to handle confidential information with discretion and professionalism.
Demonstrates integrity, adherence to company policies, and a commitment to maintaining confidentiality.
Fosters a collaborative, respectful, and supportive team environment
Ability to work independently, and prioritize duties to ensure timely completion.
The ability to collaborate is also imperative.
Requires active listening, critical thinking, making decisions, time management, as well as administration skills.
Ability to interact in a courteous professional manner at all times.
Regular, predictable attendance is required.
Must be able to prove eligibility to work in the United States.

Nice To Haves

Experience in the financial sector is preferred, though not required.

Responsibilities

Manage the main office phone line and email inbox, promptly answering calls and responding to inquiries, directing communications to the appropriate departments, and ensuring timely and professional interactions with employees, clients, and external partners.
Greet and manage guests, ensuring a professional and welcoming experience by coordinating visitor check-ins, notifying hots, and maintaining security and access protocols.
Coordinate catering requests for meetings and events, ensuring seamless logistics and accommodating dietary needs.
Manage weekly office snack orders, ensuring variety, consideration of allergy restrictions, and timely restocking of supplies.
Provide administrative support, including scanning, copying, and maintaining inventory of office supplies.
Oversee conference room scheduling, ensuring efficient use of meeting spaces and resolving conflicts as needed
Handle incoming and outgoing mail, ensuring accurate and timely distribution and shipping.
Serve as the primary liaison with building management, security, parking and vendors, coordinating office access and related arrangements.
Manage all non-IT office equipment, acting as the primary contact for coordinating repairs, deliveries, and maintenance.
Assist with onboarding and offboarding processes for new hires and exiting employees, ensuring a seamless experience.
Assist with updating labor law posters and required notices to ensure compliance with state and federal employment laws.
Assist in the coordination of the recruitment process as needed, including interview scheduling, and candidate communication.
Handle purchasing and shipping requests for IT equipment as needed.
Assist with corporate credit account reconciliation and serve as point of contact for Expense Reimbursement system inquiries.
Oversee site-specific compliance initiatives, including attending health and safety training, coordinating with HR to assess requirements, and implementing necessary onsite protocols to ensure a safe and compliant workplace.
Support regular office safety assessments, including fire drills, fire extinguisher testing, and emergency preparedness reviews to ensure compliance with safety regulations and a secure workplace.
Act as a point of contact for onsite injuries, assisting employees and recording worksite injury details.
Maintain first aid supplies and emergency kits.
Lead or assist with ad hoc projects, including seasonal events and team-building activities that contribute to a positive workplace culture.