Office Manager

National Board for Certification in Occupational Therapy • Gaithersburg, MD

2d • $60,000 - $75,000 • Onsite

About The Position

The Office Manager ensures smooth and efficient daily operations at our headquarters. This role manages office operations, including the front office team, logistics, facilities coordination, records management, purchasing and inventory of supplies and equipment, to maintain a safe and productive environment. The Office Manager contributes to department initiatives with organization-wide and customer-facing influence, delivering outcomes that support overall operational effectiveness and customer experience.

Requirements

• High School diploma or equivalent with at least 5 years of relevant work experience, including experience as a people manager; or comparable.
• Experience managing vendors, service contracts, shipping and receiving, inventory, and purchasing supplies, in customer-facing roles.
• Working knowledge of Microsoft 365, able to perform intermediate level tasks with moderate guidance including, word processing, calendaring, presentations, and basic data analysis.
• Working knowledge of logistics, project management, or ticketing system software.
• Effective management skills
• Effective communication skills
• Strong planning, coordination, and time management skills
• Highly organized and detail oriented
• Customer orientation
• Collaborative
• Adaptable

Responsibilities

• Manages the front office team and day ‑ to ‑ day office operations.
• Coordinates cross ‑ functionally to plan, schedule, and manage the delivery, shipping, and receiving of marketing materials and other organizational assets.
• Manages inventory of supplies and equipment, including procurement, storage, replenishment, tracking, service contracts, and maintenance schedules.
• Manages the Records Management program by ensuring proper classification, storage, retention, and destruction of documents across the organization.
• Creates and maintains office operations and safety related processes, procedures, and best practices.
• Plans and coordinates onsite office events, meetings, and activities, including space setup, catering, vendor coordination, and event support.
• Promotes and maintains a safe, welcoming, well-functioning workplace for all employees and visitors.
• Serves as the primary liaison with the property management company, facility contractors, and maintenance providers to address building needs and service requests.
• Responds to employee facility-related requests and manages resolution of workspace and building concerns.
• Plans and coordinates routine and emergency building maintenance, repairs, inspections, and service schedules, which may occur outside normal business hours.
• Plans and coordinates office space assignments, set ups, relocations, and renovations.
• Manages building security access, including maintaining accurate records of access credentials, and issuing and tracking key fobs/cards.
• Builds and manages relationships with vendors supporting supplies, logistics, facilities, and operational services.
• Monitors vendor performance, service quality, pricing, and contract compliance, to ensure reliability, accountability, and alignment with operational needs.
• Manages team workflows, cross-functional coordination, allocates resources effectively, and resolves complex operational issues.
• Manages performance by clarifying expectations, addressing performance issues, and providing regular feedback, training, and coaching for skill development.
• And other job-related responsibilities as needed to support NBCOT’s mission, vision, and values.

Benefits

• 35-hour work week
• 30 paid days off each year
• paid medical insurance
• matched 401K plan and discretionary profit-sharing contributions
• annual bonus and salary adjustments
• covered life insurance and short-term and long-term disability
• voluntary benefits: vision, term life, critical illness, accident,and pet insurance

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED