Office Manager (ONSITE)

TRAC Recruiting•Irvine, CA

4d•Onsite

About The Position

We are seeking a highly organized, hands-on Office Manager to take ownership of the day-to-day operations. This is a newly created role for someone who enjoys being the person who keeps things moving, solves problems before they become issues, and can comfortably balance administrative responsibilities with physical logistics. You will oversee office operations, inventory, shipping and receiving, vendors, equipment tracking, visitor management, and employee support. This business supports programs across multiple locations, so you will also play an important part in ensuring hardware, supplies, deployment kits, and other time-sensitive materials are properly prepared and delivered. This is an ideal opportunity for someone who is proactive, resourceful, detail-oriented, and comfortable working independently in a fast-paced environment. This position is more than traditional office administration. You will become the central point of coordination for the physical and operational side of the office. You will ensure that people have what they need, equipment is where it should be, shipments go out on time, inventory stays accurate, and everyday office operations run smoothly.

Requirements

2+ years of experience in office management, administrative support, operations coordination, or a similar position.
Strong understanding of office administration, purchasing, receiving, shipping, vendor management, and recordkeeping.
Experience with inventory, shipping/receiving, or equipment logistics is strongly preferred.
Comfortable using AI tools in day-to-day work; experience with Claude is highly valued.
Proficiency with Microsoft Office, particularly Excel and Outlook.
Excellent organizational, communication, and follow-through skills.
Ability to work independently and take ownership of responsibilities.
Valid driver's license and dependable transportation for occasional local errands and purchasing. Mileage will be reimbursed.
Ability to lift and move packages or equipment weighing up to 40 pounds, with or without reasonable accommodation.
Must be available to work on-site in Irvine, California; this position is not remote.
Employment is contingent upon successfully completing a fingerprint-based state and federal background check.

Responsibilities

Serve as the primary point of contact for day-to-day office needs and administrative requests.
Manage office supplies, equipment requests, errands, travel-related logistics, and general employee questions.
Keep the office organized, functional, and professional.
Identify maintenance issues and coordinate repairs or services as needed.
Maintain a welcoming and efficient environment for employees and visitors.
Welcome visitors, candidates, clients, and other guests.
Answer and direct incoming phone calls and general inquiries.
Manage the shared office inbox, incoming mail, and courier deliveries.
Maintain visitor records and manage temporary badges and building access.
Coordinate guest access and escort visitors when required.
Prepare, package, label, and ship customer orders, technology equipment, enrollment hardware, and field deployment kits.
Coordinate shipments with carriers and manage shipping accounts and rates.
Ensure packages are properly documented and tracked through delivery.
Arrange insured or signature-required shipments when required by contracts or business needs.
Monitor time-sensitive shipments to ensure they leave the office on schedule and arrive complete.
Receive incoming deliveries and verify shipments against purchase orders and packing documentation.
Maintain accurate inventory records and establish appropriate reorder levels.
Conduct regular inventory counts and reconcile discrepancies.
Track equipment by serial number, location, and assigned user.
Monitor inventory levels and anticipate future equipment and supply requirements based on program activity.
Manage equipment returned from customers, agencies, and field locations.
Document returned equipment and coordinate warranty claims, repairs, replacements, and follow-up with manufacturers.
Partner with IT and Engineering on the logistical side of employee technology.
Receive, stage, tag, and document laptops, peripherals, and other technology assets.
Prepare and ship configured equipment to employees and field personnel.
Maintain accurate records of equipment assignments and locations.
Coordinate day-to-day relationships with office and facility vendors.
Manage services such as cleaning, catering, security, maintenance, and building support.
Communicate with property management regarding office-related needs and issues.
Monitor vendor performance and ensure services are completed as expected.
Support the onboarding process by ensuring new employees have the equipment, workspace, access, and materials they need on day one.
Coordinate badges, office access, desks, technology, welcome materials, and company merchandise.
Assist with first-week logistics and other administrative needs for new hires.
Coordinate office celebrations, employee activities, team events, conferences, and other company gatherings.
Help create a welcoming and engaging experience for office-based employees.
Identify recurring administrative or logistical responsibilities currently handled by leadership and take ownership of them.
Create clear processes and documentation so important tasks are consistent and do not depend on a single individual.
Look for opportunities to improve efficiency, organization, and communication across office operations.