Office Manager

TOPIARIUS•Chicago, IL

3d•Onsite

About The Position

Topiarius is seeking an Office Manager who is a strategic, detail-driven leader that thrives at the intersection of high-level thinking and hands-on execution. This role ensures the office runs seamlessly, from administrative oversight to HR operations. The ideal candidate is proactive, organized, and brings a mastery of follow-through, with the interpersonal skills to foster a positive, respectful environment for staff, clients, and vendors alike. This position offers the opportunity to make a real impact on culture and talent within a passionate, mission-driven team shaping Chicago’s urban landscape. The Office Manager will have the partnership of a supportive and collaborative leadership team and the opportunity to grow with a company that values both high-level vision and operational excellence.

Requirements

Bachelor’s degree from an accredited college or university; HR or business-related coursework or certification a plus.
5+ years of progressive experience in office management, HR, or business operations.
Fluency in English; bilingual/conversational Spanish skills a plus.
Experience working with HR/payroll systems.
Demonstrated ability to think strategically while executing with precision and attention to detail.
Exceptional organizational, communication, and interpersonal skills.
Proven track record of follow-through and proactive problem-solving.
Fluency with Microsoft Office Suite and Google Suite.
Experience supporting leadership and working cross-functionally within a team.

Nice To Haves

HR or business-related coursework or certification a plus.
Bilingual/conversational Spanish skills a plus.

Responsibilities

Serve as a model for organization, efficiency, and professionalism across all office and HR functions.
Oversee the daily operations of the office, ensuring a welcoming, organized, and high-functioning environment.
Lead the full employee lifecycle: recruitment, onboarding, performance management, training, and offboarding.
Oversee HR policies and procedures and, when necessary, recommend updates that ensure compliance with employment laws and company standards.
Administer payroll, benefits, and time-off processes with accuracy and confidentiality.
Facilitate open enrollment and benefits communications, including 401(k) and insurance programs.
Support staff development through training, annual performance evaluations, and performance improvement initiatives.
Partner with the Chief Operating Officer to identify and implement process improvements that drive productivity, compliance, and employee engagement.
Act as a key point of contact for staff, clients, and vendors, representing Topiarius with professionalism and positivity.
Maintain up-to-date employee and vendor records; ensure all documentation is accurate and accessible.
Generate staff communications, work anniversary communications, and facilitate regular updates on HR and office matters.
Provide administrative support for sales and marketing initiatives.
Oversee office technology, including troubleshooting, basic training, and coordination with IT services.
Manage company phone systems, cell phones, and digital tools; ensure seamless communication across the organization.
Utilize, maintain, and update all relevant software platforms (Microsoft Suite, Google Suite, DocuSign, Inova, Adobe Acrobat, HubSpot, Aspire, Canva).
Oversee office facilities, supplies, and vendor relationships; recommend improvements and new partnerships as needed.
Manage vehicle and driver files, insurance, and DOT renewals.
Facilitate company-branded apparel orders.
Coordinate mail, shipping, and receiving, ensuring timely and organized processes.
Arrange and support meetings, company gatherings, and special events.
Participate as a member of the Leadership Team, contributing to strategic discussions and initiatives.
Serve as a thought partner to the COO, providing insight and follow-through on key projects and initiatives.