Office Operations Manager

Kaleidoscope•Chicago, IL

1d•Onsite

About The Position

Kaleidoscope is a child and family services agency dedicated to helping young people heal, grow, and thrive. Our work is rooted in compassion, accountability, and partnership with youth, caregivers, funders, and community stakeholders. Through high-quality, community-based services, we strengthen families and promote long-term stability. We are seeking a full-time Office Operations Manager to join our Operations team and play a key role in maintaining a well-functioning, technology-enabled, and supportive workplace. The Office Operations Manager oversees the daily operations of the office while serving as a critical liaison between staff, leadership, and IT vendors/systems. This role ensures both the physical office environment and operational technology systems run efficiently to support staff productivity and service delivery. This position combines hands-on office management, systems coordination, and IT/vendor oversight, along with supervisory responsibilities for one direct report. The manager is expected to step in to support front desk coverage as needed.

Requirements

High School Diploma required
Minimum 3 years of office management or senior administrative experience
Experience supporting or coordinating with IT systems, vendors, or office technology strongly preferred
Strong organizational and problem-solving skills with the ability to manage multiple priorities
Comfort troubleshooting basic technology issues and supporting staff with systems
Proficiency in Microsoft Office and general office systems
Strong communication and customer-service mindset
A valid driver's license and car insurance must meet Kaleidoscope's minimum requirements, and the ability to travel locally as needed is required.

Nice To Haves

Bachelor's degree preferred

Responsibilities

Maintain a clean, organized, and functional office environment
Oversee the daily opening and closing of the office
Manage office supply inventory and coordinate purchasing
Maintain inventory of office equipment, technology assets, and workspace assignments
Coordinate logistics for onboarding/offboarding, including equipment, system access, and workspace setup
Serve as the primary internal point of contact for IT vendors and technology support partners
Coordinate troubleshooting, maintenance, and escalation of hardware, software, and connectivity issues
Support staff with basic technology needs (e.g., equipment setup, office systems navigation, issue triage)
Partner with leadership and IT consultants to track, maintain, and update technology inventory and lifecycle management
Assist in implementing and maintaining operational systems that improve workflow efficiency and staff productivity
Help ensure alignment with agency policies related to technology use, data handling, and systems access (non-technical, coordination-focused)
Manage vendor relationships (IT, building management, office services, etc.)
Process operations-related invoices in accordance with established procedures
Coordinate internal meeting space usage and serve as calendar liaison
Support meeting setup, audiovisual needs, and logistics
Develop and improve systems to streamline operational and administrative processes
Provide front desk coverage during direct reports' lunch breaks and absences
Serve as a key contact for visitors, staff, and service providers
Ensure a professional and welcoming office environment
Supervise and support one direct report (Office Support Specialist)
Provide coaching, oversight, and performance management
Participate in hiring, onboarding, and evaluation
Partner with leadership to ensure strong communication, consistency, and accountability
Support office safety efforts, including drills and emergency procedures
Assist with agency events and staff functions (including occasional after-hours support)
Contribute to the continuous improvement of office operations and systems