Office Manager, Part Time

Description

Position Summary

The Office Manager keeps the corporate office organized, welcoming, and running smoothly. This role supports approximately 80 employees and brokers by coordinating reception, office supplies, vendors, shared spaces, communications, mail and deliveries, and company events. The ideal candidate is service-minded, dependable, organized, and comfortable balancing hands-on office tasks with administrative responsibilities.

Essential Responsibilities

· Maintain an organized, professional, and welcoming office environment, including the lobby, reception area, conference rooms, mail and copy rooms, kitchens, pantry, restrooms, and other shared spaces.

· Answer and direct incoming calls; greet and assist visitors; monitor the lobby and security cameras; and serve as the primary point of contact for routine office questions and needs.

· Receive, sort, and promptly distribute mail, packages, and deliveries; coordinate outgoing mail and shipping.

· Serve as the primary contact for vendors and building management. Submit and track maintenance requests, coordinate access and service visits, communicate status updates, and route invoices for approval and payment.

· Monitor copiers, printers, and other shared office equipment; replenish supplies and place or manage service calls as needed.

· Order, receive, move, stock, and monitor bulk office, kitchen, breakroom, restroom, and cleaning supplies; maintain appropriate inventory levels and help control costs and waste.

· Maintain kitchens, pantry areas, conference rooms, and coffee stations throughout the day, including loading and unloading dishwashers, restocking supplies, removing expired or abandoned food, and keeping shared areas clean and orderly.

· Monitor designated shared email inboxes in coordination with the appropriate department leaders and respond, route, or follow up as needed.

· Communicate office updates, service interruptions, building notices, and other timely information to employees and brokers.

· Coordinate meeting and event logistics, including room setup, catering, supplies, Lunch & Learns, happy hours, company gatherings, charitable activities, reservations, payments, and invitations.

· Support employee engagement by promoting company events, assist Marketing with current office and event information for the company intranet.

· Support office safety and emergency preparedness in coordination with building management, including drills and required communications.

· Support brokerage DocuSign transactions and other document-routing needs as assigned.

· Identify routine office issues, take practical action to resolve them, escalate matters when appropriate, and complete other office-related duties as assigned.

· Assist in new office set up for new employees / brokers in the corporate office

Requirements

Qualifications

·Prior experience in office management, administration, hospitality, facilities coordination, or a similar service-oriented role preferred.

·Strong organization, follow-through, judgment, initiative, and attention to detail.

·Professional and courteous communication with employees, executives, brokers, visitors, and vendors.

·Ability to manage multiple priorities, work independently, and adapt when needs change.

·Working knowledge of Microsoft Outlook, Word, Excel, Teams, and electronic document platforms such as DocuSign, or similar business tools.

·Ability to handle confidential or sensitive information with discretion.

·Current Oklahoma Notary Public commission or willingness and ability to become commissioned after hire.

Physical Requirements

·Regularly walk throughout a 22,600-square-foot office to monitor and support office operations and shared spaces.

·Frequently stand, bend, reach, stoop, and move between work areas, including when stocking supplies and loading or unloading dishwashers.

·Regularly lift, carry, push, pull, receive, and put away office and kitchen supply orders; ability to lift and carry up to 25 pounds independently and heavier items with assistance or appropriate equipment.

·Ability to perform computer and telephone work and remain seated for portions of the workday.

Robinson Park is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected status.