Office & Operations Manager

Schaefer Advertising•Fort Worth, TX

2d•Onsite

About The Position

This is not a traditional office manager position. It's an opportunity to become one of the people who helps our agency operate at its very best. In this role, you will remove friction and help our agency run more smoothly so our people can focus on serving clients, building relationships, and doing exceptional work. You will be the operational heartbeat of the agency—keeping things moving, improving the way we work, and making life easier for everyone around you. You will own the office experience, improve how the agency operates, support leadership, support people and coordinate operations, help shape the culture, and own the details.

Requirements

Meaningful experience in office management, workplace operations, executive support, hospitality, people operations, or a related role
Demonstrated success coordinating vendors, facilities, events, projects, or recurring operational processes
Strong written and verbal communication skills
Sound judgment and discretion when handling confidential or sensitive information
The ability to manage competing priorities, anticipate needs, and close loops without extensive oversight
Comfort using Microsoft 365, calendars, spreadsheets, shared files, and other workplace technology
Experience tracking expenses, coordinating purchasing, or working within a budget
The ability to build trusted relationships with employees, leaders, clients, candidates, vendors, and external partners
Forward-thinking
Organized
Detail-oriented
Resourceful
Trustworthy
Warm and welcoming
Professionally polished
Calm under pressure
Comfortable managing multiple priorities
Highly confidential
Committed to continuous improvement
Care deeply about helping others succeed

Nice To Haves

Experience in an agency, professional-services, creative, hospitality, or other client-centered environment
Experience coordinating onboarding, recruiting, benefits, payroll, or other people-related processes
Experience working with a PEO or outsourced HR partner
Experience supporting senior leaders or coordinating organization-wide initiatives

Responsibilities

Welcome clients, guests, candidates, vendors, and employees while creating an environment that reflects who we are.
Oversee the day-to-day operation of our office and campus, ensuring everything is professional, organized, and running smoothly.
Constantly look for opportunities to simplify processes, eliminate unnecessary work, solve operational problems, and help the agency become more effective.
Work closely with the President and EVP to identify distractions and keep important priorities moving.
Coordinate meetings, prepare materials, track action items, support agency initiatives, manage select administrative responsibilities, and ensure commitments do not fall through the cracks.
Coordinate new-hire onboarding and employee departures.
Ensure employees receive timely information, equipment, access, and resources.
Maintain accurate and confidential employee documentation.
Coordinate recruiting schedules and candidate communication.
Help employees navigate routine administrative questions and directing more complex matters to the appropriate resource.
Support benefits enrollment, payroll, leave, and other administrative processes in partnership with Insperity and internal leadership.
Identify gaps or delays and follow through until they are resolved.
Coordinate employee celebrations, internal events, hospitality, client gifts, office traditions, and many of the details that make Schaefer a place people genuinely enjoy coming to every day.
Coordinate vendors, facilities, maintenance, purchasing, shipping, office improvements, meeting logistics, technology setup, special projects, and countless operational details that keep the agency moving.