Office Manager

master-TMS•Boston, MA

5d•$80,000 - $90,000•Hybrid

About The Position

To support the teams working on our exciting projects, we are looking for an Office Manager in Boston. The Office Manager does it all - from managing the office and facility to greeting people in the office, planning company events, and managing a variety of administrative support duties. The Office Manager makes it all seem effortless. This role creates a warm and welcoming environment for employees and visitors alike and handles changes and interruptions in a professional manner. The Office Manager works independently, thrives in a fast-paced environment, has a high degree of reliability, strong adherence to schedules and deadlines, and demonstrates top-notch communication and interpersonal skills. Additionally, the Office Manager will support from an administrative assistant capacity specific with calendar management, meeting coordination, and report preparation.

Requirements

3-5 years of experience in a similar administrative support role.
Elevated level of proficiency in using Microsoft Office, especially Outlook, Word, Excel, and PowerPoint as well as internal messaging systems like Zoom and Teams.
Experience planning and booking events.
Proficient in maintaining Outlook calendars, creating, and submitting expense reports, and purchasing catering, office supplies, and corporate gifts.
Outstanding verbal and written communication skills, with a high degree of diplomacy and professionalism.
Self-starter who is reliable and organized; ability to work independently and prioritize multiple projects at once.
Sound judgment and ability to solve problems with excellent follow-through.
Must be able to meet expectations under pressure and offer seamless flexibility amidst interruptions and changes in tasks with short notice.
A keen sense of effective customer and client service.
Excellent attention to detail, accuracy, and organizational skills.
Maintains an elevated level of trust and confidentiality.
Friendly and positive attitude.

Responsibilities

Submit and follow up on maintenance requests and make recommendations for services, vendors, and other facility-related needs.
Order, put away, and organize office supplies including snacks, beverages, and groceries for the office and kitchen.
Keep office common spaces clean and tidy and monitor general safety in the suite.
Be an enthusiastic and friendly host to employees, candidates, visitors, and vendors; Coordinate needs of visitors from other Simon-Kucher offices as needed.
Order, set up, and clean up snacks and office-catered lunches.
Ensure that all office & kitchen machines are working and maintained and coordinate necessary cleaning and maintenance services.
Maintain positive working relationships with suppliers/vendors and property managers.
Manage, organize, and track office-related purchases; approve incoming invoices for payment and submit receipts and invoices to Accounts Payable for payment.
Oversee all deliveries (inbound, outbound) and outgoing mail.
Manage the monthly Boston office engagement budget, including office snacks, beverages, team activities, and events, ensuring thoughtful allocation of resources and adherence to budget.
Maintain a welcoming environment for guests, offer water/coffee to visitors and candidates, and give tours of the office as needed.
Proactively develop and execute creative events and initiatives that build community, strengthen office culture, and drive employee engagement.
Plan and execute offsite special events as needed (book hotels, restaurants, activities, and outings for large groups).
Onboard and train new hires making sure to create an enjoyable experience.
Coordinate office moves and new setups and seating arrangements in partnership with internal teams and manage office floor plan.
Keep a constant pulse on office morale and open communication with the Head of the Office.
Own regular Boston office communications, keeping employees informed and engaged on office events, announcements, initiatives, and other relevant updates.
May occasionally run miscellaneous errands in support of office activities or leadership requests.
Maintain spreadsheets, prepare correspondence, answer telephones, and perform research as needed.
Support from an administrative assistant perspective for one or multiple partners.
Interface with different departments (e.g., Legal department for contract management and Accounts Payable for payment and budget management).
Coordinate appointments and Division meetings, ensuring adequate meeting facilities and technical resources are available and ready for use.
Manage client contact database, compile customer profiles, and maintain opportunity pipeline.
Own and execute outbound marketing initiatives for target customers.
Other duties as needed.