ASSISTANT OFFICE MANAGER JOB DESCRIPTION

When a contact center opens its doors, or a corporate floor reorganizes overnight, someone has already arranged the desks, locked in the vendor contracts, and made sure the first visitor felt welcomed. That someone is the Assistant Office Manager. Operating within facilities-heavy environments, from high-growth contact centers to multi-floor corporate sites, this role owns the physical and administrative infrastructure that keeps day-to-day operations running without interruption. It sits between senior leadership and front-line coordinators, translating strategic priorities into functional workspace.

Assistant Office Managers in general business and corporate services are accountable for the end-to-end administration and operational upkeep of an assigned facility, from vendor negotiation and space planning to employee engagement initiatives and budget tracking. They typically support a leadership team of department heads or an executive, coordinate directly with facilities, HR, and finance functions, and may oversee junior office coordinators within the same location.

Career Impact: Ownership of multi-vendor contract negotiation and contact center space planning builds a verifiable operations track record that translates directly into Office Manager and Facilities Manager titles.

Business Impact: The operational continuity of an entire office floor, from onboarding desk assignments to building maintenance schedules, depends on the judgment calls this person makes daily.

Growth Opportunity: Exposure to budget oversight, cross-functional coordination with HR and finance, and management of junior coordinators accelerates the path toward senior operations or facilities leadership roles.

• Oversee daily office operations across the facility, including reception, mail, supply procurement, and space management.
• Coordinate vendor relationships by sourcing, evaluating, and scheduling third-party service providers to ensure uninterrupted facility function.
• Manage space planning activities including desk assignments, office moves, workstation changes, and build-out support for high-growth environments.
• Support executive and department leadership with calendar management, travel coordination, meeting logistics, and expense report processing.
• Organize and execute employee engagement events, team-building activities, and company volunteer outings to foster a positive workplace culture.
• Monitor and reconcile office budgets, tracking individual project expenditures and submitting invoices to the appropriate accounting contacts.
• Mentor and supervise office coordinators, establishing clear workflows and providing ongoing coaching to maintain operational standards.
• Liaise with building management on maintenance, repairs, security access, and parking permits for all site associates.

• Bachelor's degree in business administration, communications, or a related field, or equivalent work experience.
• 3 or more years of office management or administrative operations experience, with demonstrated responsibility for facility-level coordination.
• Proven ability to manage competing priorities, adjust workflows under shifting business needs, and deliver accurate work with minimal supervision.
• Strong written and verbal communication skills, including the ability to produce polished reports, memos, and correspondence for senior leadership.
• Experience negotiating and managing vendor contracts, including scheduling, performance oversight, and cost tracking.
• Demonstrated discretion in handling confidential information related to executives, personnel, and business operations.
• Sound knowledge of expense reporting, invoice processing, and basic budget management within an office environment.

• Experience supporting a contact center, multi-floor corporate facility, or high-growth startup environment where space planning scaled rapidly.
• Familiarity with property management or facilities coordination workflows, including tenant and vendor liaison responsibilities.
• Prior supervisory experience managing an administrative coordinator or receptionist within the same facility.
• Exposure to bookkeeping fundamentals or accounts payable processes that intersect with office operations duties.

• Vendor contract renewal rate, reflecting how consistently service agreements are renegotiated on favorable terms.
• Office supply budget variance (%), measuring how closely procurement tracks against approved monthly spend.
• Space utilization rate, tracking desk assignment efficiency across a growing or reorganizing floor plan.
• Event completion rate for employee engagement activities planned per quarter against those successfully executed.
• Onboarding setup completion time (days), measuring how quickly new hire workstations and access are ready before the start date.
• Typical tools: Office suite (commonly Microsoft 365); facilities and calendar coordination platforms (commonly Outlook, SharePoint)

• Base Salary Range: $48,000 – $68,000 annually, depending on location and facility size
• Bonus: Discretionary annual bonus, typically 5–8% of base salary
• Equity: Generally not offered at this level in corporate services environments
• Health Benefits: Medical, dental, and vision coverage; employer contribution varies by company size
• PTO: 10–15 days annually, plus standard federal holidays
• Common Perks: Commuter benefits, office meal or snack programs, professional development stipend

Figures are estimates based on general US market benchmarks and may be outdated. Adjust based on location, company size, and seniority level.

Employment decisions are made without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other characteristic protected under applicable federal, state, or local law. Applicants who require a reasonable accommodation to participate in the hiring process are encouraged to submit a request to the recruiting team. All offers of employment are contingent upon successful completion of a background check. Candidates must be authorized to work in the United States.

The Assistant Office Manager owns the onsite employee experience within a warehouse environment, developing inclusive programs, coaching teammates, and executing engagement events that strengthen workplace well-being. Working alongside warehouse leadership and cross-functional stakeholders, this role shapes team culture and drives process improvements through effective partnership with senior leaders across the network.

Key Responsibilities

• Create an inclusive environment where teammates collaborate effectively and feel empowered.
• Act as a subject matter expert for onsite teams and serve as a point of contact for other sites within the network.
• Develop strong partnerships with key stakeholders and senior leadership to identify opportunity areas within the process.
• Coach and mentor teammates on their individual development.
• Partner cross-functionally with various teams to support organisational goals.
• Organise, manage, and execute events and activities onsite.
• Share responsibility for team budgets.
• Find new and sustainable ways to improve employee well-being.
• Leverage workplace tools to remove waste from workplace processes.

Required Qualifications

• 3+ years of professional experience in an Office Manager role or equivalent.
• Proven track record of collaborating effectively with stakeholders and cross-functional partners.
• Strong organisational, managerial, and communication skills.
• Ability to proactively pivot priorities based on business needs.
• Ability to think objectively and bring clarity to complex scenarios.
• Fluency in German and English, both verbal and written.

Embedded within a wellness practice focused on women's health, the Assistant Office Manager delivers front desk operations, patient liaison services, and marketing support across a hybrid administrative role. Working closely with practitioners, the Business Director, and the front desk team, this position builds client relationships and sustains a clean, brand-consistent environment that supports care quality and client retention.

Core Functions

• Provide exceptional customer service and hospitality to clients, handling issues and concerns in a positive and timely manner.
• Greet patients warmly and manage the check-in and check-out process.
• Support the patient intake process and respond to client inquiries, scheduling requests, and practitioner requests.
• Answer phones, take payment, schedule appointments, maintain records, and respond to client requests via email and phone in a professional manner.
• Fill herbs and collect supplements for clients.
• Build a deep knowledge of services and products to support client education.
• Maintain a clean and orderly office, including the reception area, treatment rooms, and practitioner area.
• Work with the team to build and execute marketing and client acquisition and retention plans.
• Liaise with the Business Director to help make decisions about front office procedures and efficiency.
• Manage inventory and order acupuncture and office products.
• Audit the schedule on an ongoing basis for changes and open shifts, and plan for any schedule adjustments or vacation coverage.
• Oversee onboarding of all new staff, create training schedules, and coach new hires on the front desk team.
• Conduct daily and weekly walkthroughs of the studio to ensure adherence to brand standards.
• Assist in developing blog posts and marketing materials.

Qualifications & Experience

• Bachelor's degree from an accredited four-year college preferred.
• Prior experience in hospitality, customer service, or health and fitness.
• Administrative experience in a professional office environment.
• Must be tech savvy, with proficiency in standard office programs, including Word and Excel, and the ability to navigate multiple software platforms.
• Highly organised with the ability to prioritise multiple tasks with tight deadlines and strong attention to detail.
• Superior hospitality skills with consistent follow-through and openness to feedback.
• Excellent communication skills and the ability to work with a wide range of personalities.
• Strong personal passion for and eagerness to learn about women's health.
• Must be available to work a flexible schedule, including early mornings, late evenings, and weekend days.

Reporting to the Executive Assistant to the CEO, the Assistant Office Manager delivers confidential administrative support to C-suite executives and department staff, producing high-quality reports, managing calendars and travel, and overseeing conference room scheduling and kitchen operations. Partnering with team members across departments and external parties, this role enables executive productivity and maintains the operational environment at the company's site.

Primary Duties

• Provide executive support duties, including greeting visitors, answering and screening telephone calls, scheduling and managing appointments, managing calendars, making travel arrangements, and processing mail.
• Produce high-quality reports, presentations, and other documents as directed, and provide analytical support and coordinate daily, weekly, or monthly reporting as needed.
• Write clear documents using correct grammar, punctuation, and spelling.
• Maintain positive working relationships with team members, staff in other departments, and external parties.
• Prioritise conflicting needs, handle matters expeditiously and proactively, and follow through to successful results.
• Exercise good judgment, discretion, and sound decision-making when performing responsibilities.
• Review, approve, and submit invoices and expense reports for processing.
• Maintain an effective electronic filing system and contact database.
• Serve as the point of contact for meeting room scheduling at the site.
• Greet all visitors promptly and positively, and follow security procedures for visitor logs.
• Handle catering arrangements and set-up for meetings.
• Manage the kitchen environment to provide a positive experience for site employees, including ordering supplies, maintaining cleanliness, and managing the pantry.

Skills & Qualifications

• High School Diploma or GED required.
• Bachelor's Degree preferred.
• 5 years of experience providing administrative support, including 3 years supporting senior-level employees.
• Advanced proficiency in Microsoft Office Suite, internet search engines, and SharePoint.
• Ability to maintain absolute confidentiality.
• Ability to effectively support multiple people and manage multiple time-bound priorities.
• Ability to produce accurate and organised work with minimal supervision.
• Strong work ethic, high integrity, excellent time management and planning skills, and the ability to work both independently and as part of a collaborative team.
• Experience working at a technology company preferred.

Sitting at the intersection of executive administration and financial operations, the Assistant Office Manager acts as a proxy for the President, maintaining bookkeeping for multiple organisations, and coordinating property management tasks across commercial and residential portfolios. Operating across facilities, vendor relations, and administrative staff supervision, this role builds the operational backbone that allows the President's office and associated properties to function with accuracy and continuity.

Duties

• Act as a proxy for the President and implement decisions in an effective, efficient, professional, and respectful manner.
• Maintain bookkeeping and accounting for multiple organisations.
• Review and pay accounts payable, and log and reconcile expenses in accounting software.
• Provide facilities support for the office.
• Coordinate property management tasks in conjunction with property managers for multiple commercial and residential properties, including overseeing rent and collections, accommodating tenant requests, participating in leasing and marketing activities, and overseeing office moves and building maintenance.
• Maintain hard-copy and electronic records and filing systems.
• Provide general administrative support, including managing phones, calendars, travel, and meeting and event planning.
• Manage relationships and serve as the point of contact between employees, tenants, vendors, and lenders.
• Supervise other administrative staff.

Requirements

• Bachelor's degree with 3+ years of experience in bookkeeping, facilities management, and administrative support.
• Yardi Genesis experience preferred.
• QuickBooks experience also considered.
• Exceptional time management, organisational, and multitasking skills with strong attention to detail.
• Proficiency in accounting principles and software, including MS Office Suite.
• Strong interpersonal, business writing, and verbal communication skills.
• Ability to work independently in a fast-paced environment with competing priorities and minimal guidance.
• Demonstrates initiative, flexibility, accountability, and ownership of assigned tasks.
• Confidence in leading discreet administrative projects and managing team members to scope, schedule, and budget.
• Collaborative work style with the ability to work across departments to achieve results.
• Commitment to the betterment of the environment and the reduction of greenhouse gas emissions.

A key member of the office operations team, the Assistant Office Manager leads general office administration and produces equity and debt offering memorandums for a real estate investment firm. Collaborating across facilities, finance, and project teams, this role delivers vendor management, space planning, and investor communications that sustain smooth operations across active property portfolios.

Functions

• Oversee and support all general office operations and administration.
• Greet visitors and answer and direct incoming phone calls.
• Collect, sort, deliver, and ship mail and other deliveries.
• Purchase office supplies and equipment and ensure proper stock at all times.
• Communicate with building managers regarding building-related needs and security, including maintenance repairs, issuing building access cards, and managing parking permits for all office associates.
• Maintain and manage vendor relationships related to office operations, including scheduling and managing troubleshooting appointments as needed.
• Coordinate equipment for new hires and assist associates with office setup.
• Complete and submit expense reports for office associates as requested.
• Manage office space planning, including moves and workstation changes, and provide resources and solutions as requested.
• Provide all other office support, including ordering meals for office events or meetings, assisting with meeting setup, and coordinating office team-building and holiday events.
• Compile and produce equity and debt offering memorandums, status updates, and other communications for investors.
• Receive approved invoices, send to the appropriate accounting contact for payment, and maintain an individual budget for each project.
• Obtain final Lien of Release from each vendor upon project completion.

Experience & Qualifications

• Minimum 3 years of experience in an administrative or office management role.
• Experience using Yardi, Axiometrics, or other relevant real estate software.
• Experience using marketing software such as PageMaker, Corel, or Adobe InDesign.
• Strong knowledge of Microsoft Outlook, Word, Excel, and PowerPoint.
• Strong typing skills.
• Superior customer service skills.
• Strong attention to detail, organisational skills, and time management skills.
• Professional verbal and written communication skills.
• Ability to set, manage, and meet goals and deadlines consistently.
• Strong problem-solving skills and analytical abilities.

Comprehensive administrative continuity at a VC-backed biotechnology startup depends on the Assistant Office Manager, who delivers direct CEO support, manages board communications, and maintains office systems and equipment procurement as the company's first administrative hire. Based within a growing Cambridge team and serving as the primary contact for internal and external inquiries, this role enables executive effectiveness and organisational infrastructure during a critical period of company growth.

Accountabilities

• Manage calendars, including planning and scheduling meetings, conferences, and teleconferences.
• Resolve scheduling conflicts and act as the gatekeeper for the executive's calendar.
• Manage domestic and international travel, including booking flights, lodging, and ground transportation.
• Attend executive leadership team meetings, organise the agenda, and track action items.
• Communicate with senior leadership, board of directors, clinical advisory board members, and external partners.
• Coordinate board meetings, including securing venues, coordinating catering, and arranging travel and lodging for board members as needed.
• Maintain office efficiency by planning and implementing office systems, layout, and equipment procurement.
• Maintain office supplies inventory by checking stock levels, anticipating needed supplies, and verifying receipt of supplies.
• Ensure operation of office equipment by completing preventive maintenance, troubleshooting malfunctions, and calling for repairs or evaluating new equipment as needed.
• Manage updates to the company website and LinkedIn pages.
• Manage company credit card statements and prepare and complete expense reports.
• Organise accounts payable invoices and enter data into purchasing and finance systems.

Technical Qualifications

• Experience in meeting and event planning.
• Experience with WordPress and website content management.
• Advanced proficiency in MS Office Suite, including Outlook, Word, Excel, and PowerPoint.
• Excellent oral and written communication skills.
• Strong organisational and time management skills.
• Attention to detail and strong work ethic.
• Ability to handle confidential information with discretion.
• Comfortable collaborating with all levels of management, board members, and employees.
• Start-up biotechnology experience preferred.

As the Assistant Office Manager, this role supports the CEO and staff of Aboriginal Family Law Services with appointment setting, correspondence, records management, and reception duties in an East Victoria Park office serving Aboriginal and Torres Strait Islander communities. The organisation relies on this work to sustain culturally secure operations, maintain risk and gift registers, and ensure that media, data, and IT coordination tasks are handled with sensitivity and accuracy.

Activities

• Support the CEO and other staff with appointment setting, calendar management, travel arrangements, and correspondence.
• Process CEO expenses and reimbursement claims.
• Liaise with external stakeholders on behalf of and as directed by the CEO.
• Coordinate corporate office staff meetings, take meeting notes, and disseminate them to relevant parties.
• Ensure risk and gift registers are updated regularly.
• Perform reception duties, including answering the phone, taking messages, filing, processing mail, managing petty cash, and maintaining office cleanliness and presentation.
• Run errands, manage supplies, and maintain all relevant vendor relations.
• Support data entry tasks as required.
• Support the IT and Data Coordinator with computer systems, email, and network maintenance as needed.
• Manage and record all staff access to the office.
• Work with the Media and Policy Advisor on the Annual Report and newsletters.

Position Requirements

• Minimum 3 years of experience in a similar role.
• Tertiary or TAFE-level qualifications relevant to the position.
• Experience working in a community legal organisation.
• Experience working with Aboriginal people.
• Highly developed administration and client service skills.
• Excellent verbal, written, and numerical communication skills.
• Computer literacy across the full Microsoft Office Suite, including word processing, Excel, PowerPoint, internet, and email.
• Knowledge of computer and electronic equipment setup, routine maintenance, and troubleshooting.
• Demonstrated ability to coordinate media and promotional activities.
• Demonstrated planning and organisational skills.
• Proven capacity to creatively deal with challenging issues.

Assistant Office Manager supports a global investment firm managing $500 billion in assets under management, coordinating calendars, travel, expense reporting, and vendor relations for a full floor of portfolio operations. Success in the position means executives and portfolio teams can focus on investment decisions while all scheduling, administrative, and facilities functions are handled with precision and discretion.

Operational Focus

• Manage calendars by scheduling appointments, confirming meetings, and coordinating with other assistants, outside vendors, and sell-side brokers.
• Answer calls and act as gatekeeper.
• Book conference rooms for internal and external meetings, coordinate registration, and greet guests.
• Complete detailed expense and out-of-pocket reports, including tracking receipts and project codes.
• Coordinate third-party vendors, including HR, IT, and Legal, in relation to portfolio companies.
• Maintain contacts in Outlook.
• Coordinate travel arrangements, including flights, visas, cars, hotels, and other reservations.
• Maintain and update Excel spreadsheet trackers.
• Maintain and organise files and office supplies.
• Coordinate with facilities, office services, and pantry services for the full floor.
• Coordinate with reception and oversee projects assigned to the receptionist.

Knowledge Skills & Abilities

• 3–5 years of administrative or office coordination experience, preferably in a financial services setting.
• Experience supporting a team handling confidential and sensitive information.
• Strong verbal and written communication skills.
• Ability to thrive in a multi-task environment with competing priorities and deadlines.
• Ability to remain composed and calm under pressure.

The Assistant Office Manager produces efficient daily operations across a high-growth contact center facility in Richmond, VA, overseeing space planning, vendor contract negotiation, and building maintenance to keep a rapidly scaling environment running smoothly. Working alongside Office Coordinators and cross-functional teams, this role creates the structured, positive workplace that enables a mission-driven company's contact center to grow sustainably.

Key Deliverables

• Direct the oversight and management of office operations in the contact centre facility.
• Own the space planning function, including assigning desks, assisting with build-out, and supporting long-term planning for a high-growth environment.
• Drive office efficiencies and negotiate vendor contracts.
• Assist in organising company events, outings, and volunteer events.
• Create opportunities for engagement to foster a positive employee experience and culture.
• Manage, mentor, and support Office Coordinators to keep the space running smoothly.
• Arrange and supervise building maintenance.
• Coordinate front office activities, including the reception area, mail, purchasing, and production planning.

Professional Experience

• Bachelor's degree or equivalent.
• 2+ years of office management or operational experience.
• Experience with contract negotiation and managing outside vendors.
• Proficiency with Microsoft Office Suite.
• Excellent project management, planning, organisational, and time management skills.
• Strong decision-making and problem-solving skills.
• Clear and concise written and verbal communication skills.
• Positive outlook and professional demeanour.

Embedded within a general office environment, the Assistant Office Manager develops organised administrative procedures, manages calendars and meeting logistics, and maintains company records to keep daily operations running accurately. Working closely with staff and management across the organisation, this role advances workplace efficiency by responding to queries, composing correspondence, and managing office supply inventory.

Areas of Ownership

• Organise and administer office procedures.
• Support the team with a variety of administrative tasks.
• Greet visitors and direct them to the appropriate individuals.
• Manage schedules and calendars, arrange and coordinate meetings, prepare meeting documents, and set up conference calls.
• Screen documents and book meeting rooms.
• Respond to queries in person, via telephone, or by email.
• Compose letters, memos, and emails.
• Maintain general company record systems to uphold accurate files.
• Purchase supplies for the office and track inventory of office supplies.

Education & Experience

• High school diploma.
• Minimum 1.5 years of experience in office organisation and administration.
• Proficient with computers, especially MS Office.
• Organisational skills with the ability to quickly assess and prioritise work requests.
• Proactive work attitude with the ability to think critically and independently.
• Trustworthy, with the ability to respect confidential matters.
• Good communication and coordination skills.
• Friendly and professional demeanour.

Reporting to the managing director, the Assistant Office Manager refines office operations, prepares tender bidding submission documents, and manages vendor sourcing and office improvement projects for a business administration environment. Partnering with the Administration Executive and external procurement agencies, this role strengthens the organisation's operational foundation by applying knowledge of HR practices, government grants, and regulatory compliance to day-to-day administration.

Role Responsibilities

• Manage office operations.
• Prepare tender bidding submission documents.
• Liaise with external procurement agencies.
• Execute and implement office improvement projects.
• Source and evaluate vendors.
• Provide personal administrative support to the Managing Director.
• Supervise the Administration Executive.

Background & Experience

• Related diploma or degree in business studies.
• Experience in implementing office improvement projects.
• Knowledge of HR practices.
• Familiarity with relevant regulatory guidelines, including MOM and CPF.
• Familiarity with government grants and application processes.
• Basic accounting knowledge.
• Driven and resourceful with a strong team-player orientation and the ability to build relationships with clients.