Job Description

Department: Human Resources

Reports To:  Senior Director, Human Resources

FLSA Status:  Exempt

Location:  Garland, TX

OVERVIEW

The Office Manager is an experienced administrative and operational leader responsible for ensuring the smooth day-to-day operation of our office headquarters in Garland, TX, creating a professional, organized, and engaging workplace environment for our employees and visitors.

This hands-on, tactical role will own and drive core office operations including managing office supplies and equipment, overseeing facility maintenance and vendor relationships, supporting event planning and execution, and providing high-level administrative support to our Executive and HR teams. The Office Manager also plays a key role in supporting business operations and company culture by planning company meetings, leading employee engagement initiatives, and supporting large-scale industry trade shows with event logistics, communications, lodging, and vendor coordination.

OUR PURPOSE

Build and invest in businesses that positively impact the world.

OUR NICHE

Fostering and developing products, solutions, and systems.

OUR CORE VALUES

Lead with Positivity and Respect – We foster trust, optimism, and respect in every interaction.

Compete as a Team – We foster collaboration and teamwork, knowing we win together.

Innovate with Purpose – We create bold, lasting solutions that make a real impact.

Inspire Growth – We fuel the growth of people, businesses, and brands through bold ideas and relentless execution.

Own It and Deliver Value – We take responsibility, act with clarity, and ensure our work creates real impact.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Office Management & Administrative Support

• Manage the reception area and provide excellent customer service to employees, vendors, and visitors.
• Greet visitors, answer questions, and direct/escort them to the appropriate staff member.
• Proactively manage office operations and resources (furniture, seating/office arrangements, storage/ organization, and supplies inventory and facilitation) to ensure uninterrupted business operations.
• Check inventory levels, place orders, and re-stock supplies in an organized and cost-effective manner.
• Receive and distribute office mail, packages, and other deliveries. Mail AP checks, sample materials, and other items for the office.
• Process month-end expense report in accordance with company policies.
• Manage invoice submittals for the HR team and ensure timely processing of invoice payments.
• Support new hire onboarding with welcome kit and business card orders, preparing workstations, set-up requests, etc.
• Update various company lists and documents.
• May provide occasional support with scheduling and travel arrangements for the Executive Team and HR.
• Other ad hoc projects or assignments as needed.

Property/Facility & Vendor Management

• Manage the upkeep, cleaning, and maintenance of the property and facility. Schedule, oversee, and remain proactive and reactive on repairs, inspections, and preventive maintenance. Communicate with property management and leadership as needed.
• Manage office vendor relationships and service contracts including terms, conditions, and renewals.
• Schedule and oversee routine servicing and repairs of office equipment including copiers, shredding bins, vending machines, etc.
• Serve as a member of the Safety Captain Team.
• Ensure office safety and security policies and protocols are communicated and adhered to by staff.
• Frequently inspect the facility to ensure all areas are being kept orderly, clean, and in safe operating condition and the overall workplace environment meets professional standards.

Event Planning & Execution

• Support onsite and offsite company meetings and other events by coordinating room/venue reservations, catering/meals, overnight lodging, and other logistics) and sending communications to attendees.
• Plan and execute employee engagement events and initiatives (birthday and anniversary recognition, employee spotlight, holiday party, etc.) to foster a positive workplace culture.
• Plan and coordinate annual back-to-school supply drive and donation drop-off.

Trade Show Support

• Manage registration and logistics for the company’s participation in 5-6 large industry tradeshows annually. Provide regular status updates to leadership and ensure all milestones and deadlines are met.
• Partner with General Managers to obtain attendee list and determine location requirements hotel bookings. Secure room blocks, make reservations, and serve as primary point of contact for lodging reservations.
• Create and distribute comprehensive "Tradeshow Briefs" featuring site maps, event schedules, and other logistical details.
• Support field sales team with Master Class execution including vendor coordination (electricity, photography, food trucks, etc.) and payments, shipping materials, collecting funds from sponsorships, etc.

SUPERVISORY RESPONSIBILITIES:

• None

COMPETENCIES: To perform the job successfully, an individual should demonstrate the following competencies:

Adaptability – Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; able to deal with frequent change, delay, or unexpected events.

Attention to Detail – Demonstrates thoroughness in accomplishing a task through concern for all the areas involved; carefully monitors the details of own and others’ work to ensure accuracy and quality; plans and organizes time and resources efficiently; completes all work according to procedures and standards.

Attendance/Punctuality – Is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time.

Communications – Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Cost Consciousness – Works within approved budget; develops and implements cost saving measures; contributes to profits and revenue; conserves organizational resources.

Customer Focus – Identifies and prioritizes customer needs and recognizes constraints; responds promptly to customer needs; seeks to find out more about customers and provide a better product or service; adopts professional approach to customers; is reliable and delivers on promises.

Dependability – Follows instructions; responds to management direction; takes responsibility to own actions; keeps commitments; commits to long hours of work when necessary to reach goals; completes tasks on time or notifies appropriate person with an alternative plan.

Initiative – Volunteers readily; undertakes self-development activities; seeks increased responsibilities; takes independent actions and calculated risks; looks for and takes advantage of opportunities; asks for and offers help when needed.

Judgement – Exhibits sound and accurate judgement; supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Planning/Organizing – Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

Problem Solving – Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in group problem solving situations; uses reason even when dealing with emotional topics.

Professionalism – Practices good hygiene and presents an appropriate professional appearance; understands how one is perceived by others; takes actions intended to have a position effect on others; makes a friendly impression on others by using good eye contact and using names whenever possible; develops and maintains positive working relationships and maintains a pleasant work attitude.

Project Management – Develops project plans; coordinates projects; communicates changes and progress; completes projects on time and budget; manages project team activities.

Use of Technology – Demonstrates required skills; adapts to new technologies; troubleshoots technological problems; uses technology to increase productivity; keeps technical skills up to date.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience/Additional Requirements

• High school diploma required. Bachelor’s degree preferred.
• Proficiency working with expense tracking software, preferably Concur.
• Must possess a valid driver’s license and have a good driving record as occasional errands may be required.
• 5+ years of experience in office management or executive support roles.
• Exceptional discretion with confidential information; strong judgment and professional presence.
• Experience negotiating and establishing contracts with vendors.
• Ability to prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures.
• Clear, professional written and verbal communication and relationship management skills.
• Strong organization, attention to detail, and event/project coordination skills.
• Ability to anticipate needs and proactively solve problems.
• Efficient and resourceful with a financial aptitude (budget, invoices, and cost management).
• Proficient in Microsoft Office Suite (Word, Outlook, Excel, and PowerPoint) and Microsoft Teams with advanced proficiency managing the Outlook calendar.

Certificates/Licenses/Registrations

• None

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This job operates in a professional office environment. This role routinely uses standard office equipment.

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

While performing the duties of this job, the employee is regularly required to sit, stand; talk, hear, and use hands and fingers. Specific vision abilities required by this job include close vision requirements. Light to moderate lifting is required.

ACKNOWLEDGEMENTS: The above job description is intended to convey information essential to understanding the scope of the position and is not an exhaustive list of skills, efforts, duties, responsibilities, or working conditions associated with it. Responsibilities may change based on organizational needs and other factors. 

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