Office Manager

HEALTHIERHERE•Seattle, WA

62d•$36 - $46•Hybrid

About The Position

The Office Manager manages HealthierHere’s day-to-day office operations to ensure a welcoming, organized, safe, and well-functioning workplace for employees, partners, and visitors. Reporting to the Chief Finance and Operations Officer (CFOO), the role coordinates office operations, facilities and workplace services, vendors, supplies and equipment, onsite logistics, and general office administration. As a central point of coordination for workplace needs, the Office Manager works across teams and leadership and with building management, vendors, and external partners to provide reliable, responsive services for a hybrid workforce. The role proactively identifies operational needs, coordinates solutions, follows through, and escalates issues when appropriate. It requires a proactive, service-oriented approach, strong organization and problem-solving, sound judgment, and the ability to manage competing priorities independently within a part-time schedule. HealthierHere is a nonprofit collaborative that partners across sectors to advance health equity and improve health and well-being in King County, Washington. It supports organizations through expertise, resources, and data and technology solutions rather than providing direct health care or social services. Its work is guided by the values of equity, community, partnership, innovation, and results, and by a commitment to diversity, equity, inclusion, accessibility, and belonging.

Requirements

At least three to five years of progressively responsible experience in office management, workplace operations, facilities coordination, office administration, or a related area, demonstrated through relevant work, education, and/or life experience.
Demonstrated experience independently coordinating day-to-day office or workplace operations, including facilities, vendors, supplies, equipment, meetings, and other operational needs.
Strong organizational and prioritization skills, including the ability to manage multiple responsibilities, anticipate needs, and reliably follow work through to completion with limited oversight.
Resourcefulness and problem-solving skills to assess operational issues, identify practical solutions, exercise sound judgment, and recognize when escalation is appropriate.
Strong interpersonal and service-oriented communication skills and ability to build effective relationships across organizational levels and with vendors, building partners, visitors, and external stakeholders.
Experience coordinating vendors and service providers and maintaining accountability for timelines, deliverables, and follow-through.
Strong attention to detail and ability to establish and maintain organized, reliable processes, records, and systems for recurring office operations.
Working knowledge of purchasing, inventory management, and basic cost-conscious decision-making.
Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, and comfort learning, using, and troubleshooting common workplace and meeting technology.
Ability to work independently and collaboratively, adapt to changing needs, and manage responsibilities effectively within a part-time schedule.
Discretion and sound judgment when handling confidential, sensitive, or organizational information.

Nice To Haves

Five or more years of experience in office management, workplace operations, facilities coordination, or a related operational role.
Familiarity with Microsoft Places, Neat meeting room technology, or similar workplace reservation and conferencing systems.
Experience serving as the primary or lead point of coordination for an office or workplace.
Experience supporting workplace operations in a hybrid work environment.
Experience coordinating facilities, building management, vendors, purchasing, meetings, and organizational events.
Experience in a nonprofit, healthcare, public-sector, professional-services, or similarly complex organizational environment.
Experience working effectively and collaboratively with people from diverse backgrounds and communities.

Responsibilities

Manage day-to-day office operations and maintain an organized, functional, welcoming, and professional workplace.
Serve as a primary contact for employees’ routine office, facilities, and workplace needs.
Monitor and replenish office, kitchen, breakroom, and shared-resource supplies.
Coordinate incoming and outgoing mail, packages, deliveries, and related routine office services.
Maintain shared spaces, conduct routine office checks, identify operational needs, and coordinate timely resolution.
Maintain office documents, contact lists, operational information, and reference materials.
Coordinate office space utilization and workspace reservations to support the hybrid work model and resolve scheduling or space conflicts.
Liaise with building management, janitorial services, maintenance providers, and other office vendors; coordinate service requests, repairs, vendor visits, and follow-through.
Maintain building, vendor, and service-provider contacts and documentation, monitor routine vendor services, and raise recurring concerns with internal stakeholders.
Coordinate office access, including keys, badges, transportation cards, parking, and other applicable building access processes.
Escalate significant facilities, building, or service issues to the appropriate organizational leader.
Track office-related expenses against budget and maintain the Office Manager budget.
Coordinate office purchases in accordance with HealthierHere purchasing and Finance procedures.
Track inventory and maintain records of office purchases, equipment, supplies, and vendor services.
Coordinate ordering, receipt, setup, replacement, repair, and disposition of office equipment in partnership with Finance, IT, and other responsible teams.
Identify routine office needs and recommend practical, cost-conscious solutions; track orders, repairs, and service requests through completion.
Assist with deliveries, building access and termination, ORCA card maintenance and distribution, and equipment issuance and collection during staff offboarding.
Coordinate logistics for onsite and offsite meetings, staff gatherings, trainings, and organizational events.
Prepare meeting and event spaces and coordinate room setup, technology, supplies, catering, deliveries, and other logistics.
Provide onsite support to employees, visitors, external partners, and vendors; coordinate setup and breakdown and return shared spaces to normal operation.
Partner with staff across the organization on workplace needs, meetings, events, and onsite activities.
Manage registrations and reservations for offsite conferences, professional development, and convenings in partnership with programmatic staff.