Office Manager - INFRA internal only

INFRA•Saint Paul, MN

2d•$57,500 - $84,000•Hybrid

About The Position

INFRA is seeking an Office Manager to oversee daily office operations and ensure a safe and productive working environment. This role involves managing reception, office facilities, administrative tasks, and supporting various teams and events. The Office Manager will be responsible for maintaining the office space, managing supplies and expenses, liaising with vendors, and providing administrative support to departments like marketing, member success, purchasing, and People & Culture. The position also includes coordinating meetings, supporting event logistics, and potentially attending or hosting events. This is a full-time, exempt position based at INFRA HQ in St. Paul, MN, requiring 5 days a week in the office, with occasional night, weekend, or offsite work.

Requirements

2 years of progressive experience in office management, preferably in professional services-based organizations (association, legal, accounting, etc.).
Knowledge of the food industry is strongly preferred.
Associates Degree or advanced training in business administration, or 2 additional years' experience.
Experience working in a stand-alone office with facilities needs.
Dynamic interpersonal skills and understanding of how to work in a collaborative, thoughtful, and nimble environment with a spirit of support and assistance.
Advanced proficiency in Microsoft Office.
Strong skills in data entry, analysis, and reporting, including experience with associated technology.
Demonstrated project, organizational, and stress management skills; able to proactively prioritize and seamlessly perform multiple tasks in a cool, collected manner.
Excellent attention to detail, planning, communication, and follow through.
Forward-looking thinker with demonstrated proactive problem-solving skills.
Team member who actively seeks opportunities and proposes solutions.
Situationally appropriate communicator. Balance of empathy, directness, and tact when managing sensitive or confidential situations.
Proven ability to handle confidential information with discretion.
Must be able to lift 50 lbs, climb, stoop, reach, and do computer work.
Periodic local travel required.
Must have a valid driver's license and be able to operate a vehicle.
Required to work in-office 5 days/week.
Some night, weekend, or offsite work required.

Nice To Haves

Preferred experience with SharePoint, CRMs, Project Management software, Accounting systems, and/or with other SaaS tools.
Event planning or support is highly desirable.

Responsibilities

Manage reception duties including welcoming visitors, handling calls, and directing inquiries.
Oversee office and facilities management to ensure a safe and comfortable working environment.
Maintain cleanliness and orderliness of all office spaces, including common areas, conference rooms, storage rooms, kitchen, and exterior spaces.
Manage all in-office administrative and operational tasks.
Handle facilities maintenance, repairs, and upkeep.
Identify and implement solutions to improve office productivity.
Manage mail, supplies, and inventory, including shipping, tracking, ordering, and sourcing.
Track and manage office and event-related expenses against the annual budget.
Liaise with vendors and service providers, maintain service contracts, and ensure timely delivery of services.
Provide on-call availability for off-hours building needs.
Collaborate with teams to order and organize promotional materials, event materials, and swag.
Support various departments (marketing, member success, purchasing, People & Culture) to achieve organizational goals.
Provide backup and partnership to Accounting, People & Culture, and other administrative tasks.
Schedule and coordinate meetings, appointments, and events.
Arrange necessary resources for meetings, such as rooms and equipment, and order food deliveries.
Manage calendars, schedules, and appointments for office activities and special events.
Coordinate with internal teams and external vendors for smooth operations.
Support, coordinate, and/or execute company, partner, or community events, meetings, and conferences.
Handle event logistics, including catering and audio-visual requirements.
Support event communications as needed.
Attend events as primary support or host as needed.