Office Manager

Dedicated IT•Palm Beach, FL

6d•Onsite

About The Position

The Office Manager at Dedicated IT is the operational backbone of our growing company, a role blending hospitality management, event coordination, and strategic oversight. This position is the front-facing heart of the workplace, owning day-to-day office operations while supporting trade show logistics, internal events, and employee experience. As company headquarters expands from 9, to 25,000 sq ft, this role will be instrumental in supporting seamless scalability. It emphasizes leadership, organization, and multitasking in a dynamic, fast-paced setting.

Requirements

3 – 5+ years in office management, operations, or a similar role, with experience overseeing larger spaces.
Strong organizational, communication, and multitasking skills with exceptional attention to detail and follow-through.
Expertise in facilities oversight, vendor management, inventory control, and event coordination.
Creative and resourceful approach to gift sourcing, gift basket assembly, and preparing thoughtful gifts for clients and employees on special occasions or as requested.
Proficiency with Microsoft 365 Suite (Outlook, Word, Excel, Teams, SharePoint); familiarity with Canva is a plus.
Friendly, dependable, and service-minded; able to manage sensitive or urgent situations calmly and professionally.
Reliable transportation for errands; ability to lift up to 30 lbs.

Nice To Haves

Hospitality or front-of-house experience (e.g., restaurant/hotel) preferred but not required.

Responsibilities

Serve as the office's primary point of contact: greet visitors and candidates professionally, manage visitor flow (including mail and packages), and maintain a welcoming, secure front office environment.
Open and close the office daily: tidy common areas, restock pantry and supplies, verify all doors are secure and locked, confirm outgoing shipments, and address any overnight items or urgent employee needs.
Track invoices, submit receipts to Accounts Payable, and deliver checks to accounting or secure them appropriately.
Facilitate internal communication via Teams announcements, Microsoft Forms, and employee engagement initiatives.
Support executives and leadership with administrative needs as requested.
Assist with any end-to-end logistics for trade shows and conferences (approximately 40 to 50 per year), including hotel blocks, registrations, electrical/A/V orders, booth material shipping, and exhibitor deadline tracking.
Assist with event timelines, checklists, and coordination trackers; communicate with vendors and exhibitors as directed by the Events & Facilities Manager.
Manage supply orders for event materials, maintain inventory, help assemble event materials, and run event-related errands as needed.
Support budget tracking and expense documentation for events.
Plan and execute employee-focused events including monthly lunches, team outings, seasonal celebrations, birthday recognitions, and office morale initiatives.
Handle all event logistics: catering coordination, setup/breakdown, RSVP tracking, and day-of support.
Capture event photos and team building moments; forward to the Marketing Coordinator for social media use.
Serve as the day-to-day point of contact for facilities: track and coordinate repairs, schedule vendor visits, and liaise with building management, cleaning, HVAC, security, and supply vendors.
Communicate applicable vendor visits or office updates to the HQ team via Teams.
Coordinate badge and building access for employees and visitors; assist with security system coordination and offboarding access changes as requested by the Human Resources team.
Support office expansion logistics under supervisor direction.
Manage all pantry and office supply ordering on a weekly cadence using Amazon Business, Walmart, Sam's Club, and other vendors; maintain organized storage and adequate inventory levels.
Track pantry and supply budgets, reporting spend to the Events & Facilities Manager.
Coordinate new hire onboarding: desk setup, badges, nameplates, welcome kits, office tours, and team introductions; ensure workspace is ready before a new employee’s first day.
Coordinate shipment of equipment and welcome packages for remote employees ensuring they receive everything they need before their first day.
Book and manage employee travel: flights, hotels, rental cars, and itineraries; assist with disruptions and submit documentation to Accounts Payable.
Own client and employee gift coordination end-to-end: source, assemble gift baskets or curated gifts for special occasions, manage packaging and shipping, and maintain a tracker of orders and spend.
Manage uniform ordering, sizing, inventory, and distribution for relevant team members.
Oversee all outbound shipping: prepare labels, coordinate carrier pickups, track deliveries, and manage return shipments and international paperwork as needed.