Office Manager

Woodhull•Portland, ME

11d•Onsite

About The Position

Woodhull is an award-winning design-build architecture firm with a team of 100 professionals, delivering thoughtful, high-quality work across a range of project types. We are a collaborative, fast-paced organization that values design excellence, creativity, innovation, and a strong sense of team. We are seeking a highly organized, proactive Office Manager to oversee the day-to-day operations of our office and deliver a seamless, high-quality workplace experience. This role is central to keeping our team, leadership, and clients supported through strong coordination, thoughtful communication, and consistent follow-through. The Office Manager operates with a high level of independence and ownership, ensuring the office runs efficiently while creating a welcoming, polished environment that reflects our brand and culture.

Requirements

5+ years of office management or executive administrative experience
Strong sense of ownership and accountability—you see tasks through and take pride in outcomes
High level of comfort with technology; proficient in Google Workspace and quick to learn new tools and systems
Strong communication skills and a polished, service-oriented approach
Confidence in troubleshooting basic tech issues and improving processes, not just maintaining them
Excellent organizational and multitasking skills in a fast-paced environment
Ability to balance hands-on tasks with higher-level coordination and support
High level of discretion, judgment, and attention to detail

Nice To Haves

Opportunities to expand into areas such as executive support, project coordination, and operational improvements based on individual strengths and business needs.

Responsibilities

Serve as the first point of contact for visitors, clients, and incoming communications, creating a warm, professional, and hospitality-driven experience
Own daily office operations end-to-end, including opening/closing, supply management, mail, and overall office readiness
Maintain kitchens, conference rooms, and shared spaces, including hands-on tasks like making coffee, stocking supplies, and managing dishwashers
Ensure a clean, organized, and fully functional workplace environment with a high attention to detail
Coordinate conference rooms, meetings, catering, and office-wide communications
Manage vendors, service providers, and facility-related needs
Plan and execute internal events and employee experiences with strong attention to detail and follow-through
Support and troubleshoot office technology (printers, AV, conference tools), and coordinate with IT vendors as needed
Provide high-level administrative support to leadership, including scheduling, reporting, and special projects
Assist with recruiting coordination, onboarding logistics, and internal process support