Office Operations Supervisor

OneDigital•Rockwall, TX

13d•Onsite

About The Position

The Office Operations Supervisor provides high-level on-site administrative and operational support to senior leaders while overseeing critical office administration functions across multiple worksites. This role ensures smooth day-to-day executive support, consistent office operations standards, and reliable vendor and equipment management across the organization. The ideal candidate is proactive, highly organized, and experienced in supporting executives while coordinating multi-site administrative needs. This is a full-time, onsite position. It is based in our regional office in Rockwall, TX. Typical work hours are 8:00am-5pm, M-F.

Requirements

High School Diploma or GED
Some College or Administration Degree / Certification
Navan for organizing travel & expense reimbursement
4+ years of experience in executive support, office management, or multi-site administrative operations.
Demonstrated experience supporting senior leaders in an on-site capacity.
Strong organizational, prioritization, and problem-solving skills.
Exceptional communication skills with the ability to work across departments and with external vendors.
Proficiency with Microsoft 365 (Word, Excel, Copilot), office supply ordering platforms (Staples, Amazon Business), and equipment tracking tools.

Nice To Haves

Bi-lingual preferred (Spanish speaking)

Responsibilities

Provide direct administrative support to on-site executive leaders.
Coordinate travel arrangements, including flights, hotels, ground transportation, and itineraries.
Manage executive meal planning, catering needs, and on-site meeting logistics.
Support on-site events, leadership meetings, and team gatherings, ensuring seamless end-to-end execution.
Serve as the primary contact for executive scheduling, visitor coordination, and day-of meeting support.
Maintain and update office-level administration data across multiple worksites, ensuring accuracy and consistency.
Oversee outsourced mail operations across all locations, including vendor coordination, SLA tracking, and issue escalation.
Manage and maintain a centralized register of all leased office equipment (e.g., copiers, postage machines, printers) used by front office teams across all worksites.
Partner with front office administrators to ensure equipment is distributed, serviced, and inventoried appropriately.
Serve as the Managing Point of Contact (MPOC) for office supply vendors when billing or payment issues arise, including liaising with Accounts Payable to resolve outstanding invoices.
Facilitate the setup of new acquisition offices with approved vendor accounts, including Staples, Amazon Business, and other office supply partners.
Ensure all sites have proper access, purchasing permissions, and training for supply ordering processes.
Monitor supply ordering trends to ensure cost-effectiveness and policy compliance.
Lead administrative onboarding for newly acquired offices, ensuring alignment with company standards for supplies, equipment, ordering accounts, mail processes, and administrative tools.
Provide guidance to new front office staff on administrative workflows, expectations, and vendor relationships.