Office Manager

We're a high-performing, entrepreneurial organization built on a foundation of client focus and innovation. Our culture celebrates individuality, inclusion, and collaborative growth. At Optimatum, you'll find an environment that encourages continuous learning and personal development without the constraints of corporate bureaucracy. Every team member plays a meaningful role in driving our success and is recognized for their unique strengths and contributions.

Key Responsibilities

Office Operations
Run daily office operations, including supplies, equipment, mail, and records.
Coordinate meetings, travel, and onboarding/offboarding logistics.
Create and improve administrative procedures.
Front of House & Office Culture
Greet and host clients and visitors and prepare meeting spaces.
Plan team events, celebrations, and client gatherings.
Foster a welcoming office environment and boost employee morale.
Facilities
Serve as the main contact for building management and facilities vendors.
Coordinate repairs, maintenance, and workplace safety.
IT Coordination
Act as liaison to our outsourced IT provider, logging and escalating issues.
Coordinate equipment ordering, setup, and new-user access.
Support data security practices for sensitive client information.
Finance Support
Process invoices, track expenses, and handle reimbursements.
Assist with payroll inputs and support our outside accountant.
Vendor Management
Maintain vendor contracts and renewal dates and negotiate pricing and terms.

Qualifications

Required
5–7 years of experience in office management, office operations, or senior administrative roles.
Demonstrated hands-on experience with facilities management, lease administration, and coordinating with outsourced IT providers.
Experience with invoice processing, expense tracking, and AP/AR support.
Exceptional attention to detail and accuracy, with a track record of producing error-free work.
Proven ability to manage multiple tasks and competing priorities at once in a fast-paced environment, while meeting deadlines.
Warm, polished, and professional presence with clients, visitors, vendors, and leadership.
Strong written and verbal communication skills.
Advanced proficiency in Microsoft 365 (especially Excel and Outlook) and/or Google Workspace.
High degree of discretion and integrity in handling confidential company, employee, and client information.
Self-starter who can work independently, take ownership, and solve problems without close supervision.
Preferred
Prior experience in Financial or Professional Services is highly desirable
Experience with accounting systems
Experience planning company events and supporting employee engagement initiatives.
Experience in a professional services, consulting, financial services, or HR/benefits environment.
Experience supporting a small firm where the office manager is the sole operations resource.
Bachelor's degree in business administration or a related field.
Familiarity with data privacy considerations (e.g., HIPAA) in a regulated setting

Core Attributes for Success
Strategic mindset with the ability to anticipate needs and recommend solutions.
High EQ, professionalism, and client service orientation.
Resourceful problem solver who takes ownership and delivers results.
Continuous learner eager to adopt new tools and approaches.
Team player who builds trust and communicates with clarity and tact.
Operates with a sense of urgency.
Excellent time management skills.
Ability to stay calm and organized in fast paced moments.