Workplace Experience & Office Manager

Ensemble Health Partners • Austin, TX

4d • Onsite

About The Position

The Manager, Office Administration plays a pivotal role in shaping the day-to-day employee and visitor experience at Orchestration Works (OW). This role leads and orchestrates office operations, executive support, and front-desk services in alignment within Orchestration Works. As a newly established role, this position is both hands-on and strategic—setting the standard for how the office functions while modeling inclusive, service-driven leadership. The Manager ensures that the Austin office operates as a welcoming, efficient, and values-driven environment that supports collaboration, innovation, and trust across the organization. This is an individual contributor role with broad influence, requiring sound judgment, executive presence, and the ability to lead through partnership rather than authority.

At Orchestration Works, Ensemble Leadership means operating as a connected system; anticipating needs, elevating others, and ensuring every function works together seamlessly. In this role, that shows up as:
· Acting as the conductor of office operations; coordinating people, processes, and partners so the organization performs at its best.
· Leading through collaboration, influence, and accountability rather than formal authority.
· Creating clarity, consistency, and calm in a fast-moving innovative healthcare IT environment.
· Demonstrating ownership, follow-through, and respect in every interaction.

The Manager, Office Administration actively Walks the Difference by:
· Designing office experiences that reflect Orchestration Works’ commitment to innovation and disruption while keeping people first, last and always.
· Creating an inclusive, professional, and welcoming environment for associates, clients, and partners.
· Holding high standards while remaining adaptable, thoughtful, and service-orientated

Requirements

• Bachelor’s degree in Business Administration, Healthcare Administration, or a related field, or equivalent professional experience.
• 5+ years of experience in office administration, executive support, corporate operations, or facilities management.
• Proven experience supporting executive-level leaders with discretion and professionalism.
• Experience in healthcare, healthcare IT, or another regulated industry.
• Demonstrated ability to build, document, and scale administrative processes.
• Strong vendor management and budget tracking experience.
• Exceptional organizational, communication, and problem-solving skills.
• Ability to operate independently while influencing across teams.

Nice To Haves

• Experience supporting a growing or transforming organization.
• Familiarity with healthcare compliance concepts in a corporate environment (e.g., HIPAA awareness).
• Experience in multi-site or hybrid workplace environments.
• Certifications in facilities management or business operations (CFM, PMP, CAP).
• Prior oversight of reception or front-office service models.

Responsibilities

• Lead day-to-day office operations for the Austin location in coordination with the Ensemble Facilities Leadership, ensuring a professional, efficient, and well-organized workplace.
• Establish, document, and continuously improve office administration policies, procedures, and workflows in coordination with Ensemble’s Facilities Leadership.
• Oversee facilities management, including maintenance coordination, space planning, safety protocols, and workplace services.
• Ensure compliance with corporate governance, workplace safety requirements, and healthcare-related operational standards.
• Coordinate business continuity and emergency preparedness planning for the office.
• Provide high-level executive support to onsite and visiting executives, including calendar coordination, meeting logistics, travel support, and expense processing.
• Orchestrate leadership meetings, offsites and events held at the Austin office.
• Prepare and manage meeting materials, presentations, and documentation with attention to accuracy and confidentiality.
• Serve as a trusted liaison between executives and internal and external stakeholders.
• Partner with functional areas to support seamless onboarding and offboarding for associates located within Orchestration Works.
• Oversee front-desk operations, setting the standard for professionalism, hospitality, and service.
• Ensure consistent reception coverage and a polished first impression for all visitors.
• Manage visitor protocols, badging, access coordination, and office security processes in coordination with Ensemble’s Facilities Leadership.
• Oversee general office communications, mail distribution, and shared inboxes.
• Continuously improve the associate and guest experience through thoughtful service design.
• Manage vendor relationships related to facilities, security, cleaning services, office supplies, and workplace services in coordination with Ensemble’s Facilities Leadership
• Monitor service-level agreements, and in coordination oversee renewals.
• Track and manage the office administration budget with strong financial stewardship.
• Identify cost efficiencies while maintaining a high-quality workplace experience.
• Collaborate closely with HR, IT, Finance, and Corporate Operations to align office operations with broader organizational goals.
• Coordinate office technology and workplace tools in partnership with IT.
• Identify opportunities to improve administrative efficiency, associate engagement, and operational effectiveness.

Benefits

• Associate Benefits – We offer a comprehensive benefits package designed to support the physical, emotional, and financial health of you and your family, including healthcare, time off, retirement, and well-being programs.
• Growth – We invest in your professional development. Each associate will earn a professional certification relevant to their field and can obtain tuition reimbursement.
• Recognition – We offer quarterly and annual incentive programs for all employees who go beyond and keep raising the bar for themselves and the company.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Number of Employees: 501-1,000 employees