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Office Manager

2 months ago

Richardson, United States GXA Full time
Job DescriptionJob Description

GXA, a rapidly growing IT and Cybersecurity consulting firm, is seeking an experienced Office Manager to oversee the day-to-day operations of our corporate office in Richardson, Texas. With a dynamic team of approximately 30 local and remote team members and a fast-paced work environment, we need a dedicated individual to ensure our office runs smoothly and efficiently.

Role Overview:

In this dynamic and hands-on role, you will be entrusted with managing and overseeing a range of essential operational functions, including general administration, accounting, facilities management, human resources and payroll. Your primary objective will be to foster a thriving and efficient work environment while building and maintaining a robust back-office infrastructure that supports and accelerates the company’s growth.

As the central point of contact for all office-related matters, you will oversee a diverse set of responsibilities. These include managing vendor relationships, procuring office supplies, ensuring the proper functioning of the office, handling payroll and basic accounting tasks. Your role will contribute to the overall well-being of the team and will be crucial in ensuring that the day-to-day operations run smoothly, enabling the organization to achieve its strategic objectives.

Key Responsibilities:

  • Oversee the daily operations of the office, ensuring seamless and efficient back-office functions, including accounting, human resources, payroll, and supply chain management.
  • Provide comprehensive administrative support to the team, fostering a productive and collaborative work environment.
  • Manage vendor relationships, oversee office supplies procurement, and ensure the maintenance and functionality of office equipment.
  • Coordinate and optimize office processes to support the company’s growth and align with operational goals.
  • Handle various office administrative duties, including maintenance, mailing, supply management, equipment upkeep, billing, errands, and purchasing.
  • Maintain the office condition and coordinate necessary repairs to ensure a safe and pleasant work environment.
  • Update and maintain office policies in collaboration with the HR department.
  • Perform payroll and lite accounting tasks
  • Perform HR-related tasks such as onboarding, offboarding, and benefits enrollment, ensuring a smooth transition for employees.
  • Ensure the timely and accurate invoicing and payment processing, particularly in handling client payments.
  • Oversee facilities management, including negotiating contracts and pricing with vendors, service providers, and managing office leases.
  • Manage the office management budget, providing accurate and timely financial reporting.
  • Offer general support and assistance to visitors, ensuring a positive and professional experience.
  • Be available after hours for building emergencies and respond promptly to any issues.
  • Address employee queries related to office management matters, providing solutions and support as needed.
  • Liaise with facility management vendors for services such as cleaning, catering, and security, ensuring the office environment is well-maintained.
  • Conduct regular walk-throughs of the office building to ensure all areas are functioning properly.
  • Plan and coordinate in-house or off-site activities, such as company parties, celebrations, and conferences, contributing to a positive company culture.
  • Embrace a task-oriented role that involves meeting deadlines, adhering to processes, and maintaining a focused approach to responsibilities.

Requirements

  • A minimum of 8 years of experience in office and facilities management.
  • Demonstrated experience as an Office Manager or Front Office Manager
  • This is an on-site role: Must be available to work in the office Monday through Friday, from 8:00 AM to 5:00 PM.
  • Must have reliable transportation and reside within a 35-minute commute of the office.
  • A college degree in a relevant field of administration is required.
  • Proficiency in the MS Office suite, particularly MS Excel and MS Outlook.
  • Working knowledge of QuickBooks Online.
  • Practical experience with using office equipment, including copiers and printers.
  • Familiarity with email scheduling tools, such as Email Scheduler and Boomerang.
  • Exceptional time management skills with the ability to multitask and prioritize effectively.
  • Strong attention to detail coupled with excellent problem-solving abilities.
  • Outstanding written and verbal communication skills.
  • Superior organizational and planning capabilities in a fast-paced environment.
  • A creative mindset with the ability to propose and implement improvements.
  • This is a professional role: Visible tattoos or body piercings (tongue or nose) are not permitted.

Benefits

  • Health Care Plan (Medical, Dental & Vision)
  • Life Insurance (Basic, Voluntary & AD&D)
  • Paid Time Off (Vacation, Sick & Public Holidays)
  • Auxiliary Benefit Offerings (Legal Shield/Aflac)

Salary Range

$75K - $100K depending on qualifications and work experience