Office Operations Lead

2 weeks ago

Magnolia, DE, United States SUMURI Full time

Company: SUMURI
Department: Administration
Reports To: Ownership / Executive Leadership
FLSA Status: Non-Exempt
Location: Magnolia, Delaware (On-site)

Role Summary

SUMURI is seeking a highly proactive Office Operations Lead to ensure the physical, operational, and logistical readiness of our office environment. This is a senior individual-contributor role-not a management position-focused on preparation, execution, and continuity.

The Office Operations Lead plans ahead, anticipates needs, and ensures facilities, vendors, and office operations function smoothly without executives needing to micromanage or intervene. Success is measured by readiness, consistency, and the absence of last-minute issues.

Operating Philosophy: Proactive Operational Support

This role operates on preparation, not reaction.

  • Plans daily and weekly work before the day begins
  • Anticipates operational needs tied to executive schedules
  • Identifies problems, fixes them, and implements solutions to prevent recurrence
  • Uses written systems, checklists, and schedules-never memory
  • Communicates progress proactively and consistently
The goal of this role is to maintain constant operational readiness and eliminate friction from executive and staff workflows.

Key Responsibilities

Facility & Office Operations
  • Manage day-to-day facility operations, cleanliness, safety, and organization
  • Proactively prepare conference rooms, meeting spaces, and equipment based on upcoming schedules
  • Ensure the office environment is orderly, supplied, and ready before the workday begins
  • Maintain written checklists for cleanliness, safety, inspections, and recurring tasks
Vendor & Inventory Coordination
  • Serve as primary contact for office-related vendors and building services
  • Track contracts, service schedules, and vendor performance
  • Manage office inventory, supplies, furniture, and equipment
  • Track administrative expenses and report trends to leadership (no budget authority)
Operational Planning & Continuity
  • Maintain a rolling 30-90-day operational view (events, visits, maintenance, audits)
  • Address issues end-to-end: identify, resolve, and prevent repeat occurrences
  • Maintain documentation so operations continue seamlessly during absences
Onboarding & Administrative Support
  • Coordinate physical onboarding logistics (workspace setup, equipment, access)
  • Support company meetings, trainings, and events with advance preparation
  • Provide backup support for scheduling and administrative logistics as needed
Core Work Expectations (Required)

At SUMURI, operational excellence depends on preparation and follow-through.

Candidates are expected to:
  • Plan each workday and the following day before leaving
  • Track all tasks in writing using systems, schedules, and reminders
  • Maintain backups and continuity for all responsibilities
  • Avoid last-minute urgency through foresight and planning
  • Communicate updates proactively until tasks are fully resolved
Reliance on memory, reactive work habits, or waiting for direction is not compatible with this role.

Ideal Candidate Profile
  • Exceptionally proactive and dependable
  • Thinks in terms of readiness, not response
  • Takes pride in order, precision, and consistency
  • Comfortable working independently without micromanagement
  • Views preparation as a professional responsibility

Candidates who require close supervision or daily task lists will not succeed in this role.

SUMURI values preparation, precision, courtesy, and follow-through. These roles are designed for individuals who take ownership, think ahead, and quietly keep everything running smoothly.

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