Office Manager

Next Insurance•Palo Alto, CA

21d•Onsite

About The Position

The Office Manager oversees day-to-day operations at NEXT’s Palo Alto office, supporting a hybrid workplace and helping create an efficient, welcoming, clean, and on-brand environment. The role serves as the office’s point of contact for building management, employees, and cross-functional partners, and supports site leaders and People-related activities. The position is onsite five days per week during core business hours and reports to the Head of Workplace/Facilities.

Requirements

At least 2 years of experience in office administration, office management, or a similar administrative role.
Excellent organizational and multitasking skills with strong attention to detail.
Proficiency with Google Suite, Slack, and ticketing systems.
Strong communication and interpersonal skills.
Ability to work independently and collaboratively in a fast-paced environment.
Problem-solving skills and a proactive, resourceful approach.
Ability to maintain confidentiality and handle sensitive information discreetly.
Flexibility to adapt to changing priorities and deadlines.
Motivation and a passion for organization and administration.
Ability to interface with executive leadership and serve as the face of the office.
Ability to work onsite five days per week during core business hours.

Nice To Haves

Associate or bachelor’s degree in hospitality, human resources, facilities, or a related field.
Familiarity with People processes and basic accounting principles.
Space planning experience or a workplace/facilities certification.

Responsibilities

Oversee daily office operations to support efficiency, employee happiness, and productivity.
Serve as the face of the office and point of contact for building management, employees, and cross-functional partners.
Coordinate administrative activities, vendor schedules, company meetings, onsite offsites, and visitor and candidate greetings and tours.
Maintain a clean, inviting, and on-brand workspace that reflects NEXT’s values.
Coordinate and execute office events, including company milestones, weekly brunches, holiday parties, and employee-engagement activities.
Manage office supplies inventory and maintain appropriate stocking levels.
Handle incoming and outgoing correspondence through email, Slack, ticketing systems, and occasional phone calls; sort and route mail, including scanning sensitive claims or financial materials as needed.
Manage office budgets and expenses.
Support People-related activities, including tours and hosting visitors and candidates.
Implement and maintain office policies and procedures.
Coordinate office maintenance and repairs with vendors and service providers.
Assist with special projects as needed.
Oversee office moves, reshuffles, furniture placement, and upgrades to the built environment.
Prepare spaces for meetings, onsite interviews, trainings, all-hands meetings, partner meetings, and events.