Office Manager

Job Description Summary

Job Description

Ownership:

• Front desk, reception, and guest check-in for the EKC suite.

• Conference room calendars, readiness, and setup.

• Office supplies, kitchen and breakroom inventory, and food and beverage stocking.

• Mail, deliveries, and packages.

• Day-to-day office operations and first-line liaison with building management.

• Logistics support for EKC meetings, events, celebrations, and new associate onboarding.

Key Responsibilities:

Reception & Guest Experience

• Receptionist – greet associates by name and welcome guests, partners, and vendors in a friendly, hospitable manner.

• Manage visitor check-in, notify hosts, and direct or escort guests to their destination, recording names and affiliations as necessary.

• Offer guests a drink, snack, and restroom directions; assist with Wi-Fi and technology, including setting up video calls.

• Field phone calls, take messages, and manage general inbox communications; serve as the contact person for external entities.

Meeting & Room Management

• Ensure conference rooms are tidy, stocked, set up, and technology-ready before each meeting.

• Arrange catering, food and beverage, and facilities for meetings, programs, and events.

• Assist in coordinating in-town visits by clients, partners, sponsors, and vendors.

• Support associates hosting meetings and special events with guest validation, front desk coverage, setup, execution, and cleanup.

Office Operations, Kitchen & Supplies

• Order and maintain office supplies; take weekly inventory, place orders, accept deliveries, put items away, and break down boxes.

• Keep the kitchen and breakroom stocked and tidy – snacks, candy, drinks, coffee, and tea; load and unload the dishwasher, clean coffee machines and refrigerator, and organize cabinets.

• Own common areas and shared storage – lights, music, TVs, furniture, plants, and seasonal décor.

• Serve as the first line of support for printer, technology, and Wi-Fi issues, escalating to IT as needed.

• Perform clerical duties such as copying, scanning, filing, and collating.

Mail & Deliveries

• Receive, sort, and distribute incoming mail, responding to routine external correspondence as necessary.

• Handle packages and deliveries, notifying recipients and alerting associates of lunch deliveries.

Scheduling & Administrative Support

• Provide general administrative support to associates across EKC.

• Assist with scheduling meetings and events for EKC leadership and associates, coordinating attendee availability.

• Arrange travel plans and itineraries, including airline, car rental, and hotel reservations, using approved Travel & Expense processes.

• Compile weekly meeting and event schedules to distribute to all associates.

Building Liaison & Safety

• Serve as the first line of contact between associates and building management; report HVAC, elevator, door access, parking garage, and trash issues via BuildingHub and follow through to resolution.

• Perform regular building walkthroughs for upkeep needs and complete end-of-day tidy and security checks, ensuring doors are locked at appropriate times.

• Communicate building announcements and alerts (parking updates, fire alarm testing, elevator service, emergency updates) and internal announcements affecting associates.

• Educate associates on safety protocols – AED, fire drills, tornado warnings, stair access, and emergency preparedness – and check the AED monthly.

• Coordinate recurring vendor services (e.g., HVAC service, window cleaning) and review facility needs and vendor contracts annually.

Associate Experience & Onboarding

• Coordinate new associate Day One logistics – parking, building and suite access, office tour, desk setup, name tag, supplies, business cards, and calendar setup with IT.

• Support first-week onboarding, including parking apps, headshots, and navigating team files.

• Coordinate birthday and work anniversary recognition, monthly celebrations, seasonal décor, team-building and culture events, and the holiday party.

General Responsibilities:

• Learn and embody EKC’s history, culture, values, and policies, and represent EKC in a professional manner at all times.

• Build trusted relationships with associates, partners, the Board, building management, and fellow tenants.

• Apply the standards of the Experience Planning Playbook to everyday guest and associate interactions.

• Become familiar with the EKC Datasphere CRM to log and report on meetings and guests hosted.

• Maintain the daily, weekly, monthly, and annual office checklists and SOPs, reviewing them annually.

• Comply with all company policies and proactively protect the confidentiality of client and company information.

• Develop and deliver a weekly Progress, Problems, Plans (P3) report.

• Additional responsibilities as assigned.

Expected Outcomes:

• Every guest and associate receives a warm, professional welcome and a seamless visit.

• Meeting rooms, the kitchen, and common areas are consistently clean, stocked, and ready.

• Building, facility, and technology issues are reported and resolved promptly.

• New associates are set up and feel welcome from Day One.

Key Metrics:

• Guest and associate satisfaction feedback.

• Meeting room readiness – rooms set and ready before start time.

• Response and resolution time on building, facility, and technology issues.

• Supply and inventory availability (no stock-outs).

Attributes:

• Friendly, outgoing, and welcoming – a natural host.

• Strong attention to detail; takes pride in a well-run space.

• Organized and self-starting; prioritizes effectively and exercises independent judgment based on an understanding of organizational policies.

• Trustworthy; respects and practices confidentiality.

• Polite, respectful, and demonstrates good judgment when dealing with people.

• Excels in a team environment and puts team success above personal preference.

• Professional presence and a passion for delivering above and beyond what is asked.

Skills and Abilities:

• High School Diploma or G.E.D. required; Bachelor’s Degree preferred.

• Experience in a customer service, reception, administrative, or office coordination role.

• Ability to simultaneously manage multiple tasks in a fast-paced, deadline-driven environment.

• Clear, concise verbal and written communication skills and excellent phone etiquette.

• Strong typing, writing, proofing, and editing abilities.

• Proficient in the Microsoft Office Suite, including Outlook, Word, Excel, PowerPoint, and Teams.

• Comfortable troubleshooting basic office technology (printers, Wi-Fi, A/V, video calls).

• Ability to work outside of normal business hours as needed for meetings and events.

Physical Abilities:

The physical demands described here are representative of those that must be met by an associate to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to sit for extended periods, with occasional standing and walking.

• Use of hands to type and to handle objects, tools, or controls.

• Frequent stooping, bending, pulling, and pushing.

• Ability to reach with hands and arms.

• Required to talk and hear consistently.

• Ability to lift, carry, or move up to twenty-five (25) pounds.

• Vision sufficient to clearly see and identify objects.

**This role is in-office and requires candidates to be in-office 40 hours each week.**