Headquarters Office Manager

Be the person who makes things happen. Join an employee-owned company where your contributions matter.

Are you the person who sees what needs to be done and takes the initiative to do it? Do you enjoy bringing order to moving parts, solving problems before they become bigger issues, and helping a team operate at its best?

At ILC, we’re looking for a proactive, organized, and resourceful Headquarters Office Manager who takes ownership, anticipates needs, and makes things happen without waiting to be told what to do.

This is more than an office management position. You’ll be at the center of our day-to-day operations, helping our leadership team, employees, vendors, and visitors stay connected, supported, and productive. You’ll have the opportunity to make a meaningful impact on how our headquarters operates and how people experience working with ILC.

Why ILC?

At ILC, we’re employee-owned. That means our employees have a stake in the company’s success—and the opportunity to make a difference in what we accomplish together.

We believe great work comes from people who care about what they do, take pride in their contributions, and look for ways to make things better. As an employee-owner, you’re not just showing up to do a job. You’re helping build the success of a company you have a stake in.

We value people who take initiative, follow through on commitments, solve problems, and understand that the little things often make a big difference. If you want to work somewhere your effort, judgment, and ideas matter, we’d like to meet you.

What You’ll Do

You’ll be the person who helps keep our headquarters organized, our operations running smoothly, and our people supported.

Own the day-to-day operations.

• Answer the phone and route calls appropriately throughout the company.
• Take responsibility for the daily functioning of the headquarters office, anticipating needs and addressing issues before they disrupt the team.
• Maintain an organized, professional, welcoming, and efficient workplace.
• Coordinate office maintenance, repairs, cleaning, supplies, equipment, and shared spaces.
• Manage incoming and outgoing mail, deliveries, records, and general office communications.

Keep leadership and teams moving forward.

• Coordinate calendars, meetings, appointments, and scheduling details.
• Prepare documents, reports, presentations, spreadsheets, correspondence, and other materials with accuracy and professionalism.
• Support special projects, company communications, events, and employee initiatives.
• Keep track of deadlines, outstanding items, and follow-up tasks to ensure commitments don’t fall through the cracks.

Be a problem-solver, not a bystander.

• Recognize what needs attention and take appropriate action without waiting for someone to assign every task.
• Look for opportunities to improve office processes, organization, communication, and efficiency.
• Exercise sound judgment when prioritizing competing requests and resolving routine issues.
• Research solutions, coordinate with the right people, and follow problems through to resolution.
• Bring forward ideas and recommendations that make the office and the organization work better.

Create a great experience for everyone who interacts with ILC.

• Serve as a welcoming first point of contact for employees, visitors, applicants, vendors, and callers.
• Communicate clearly, professionally, and courteously.
• Coordinate vendor relationships, purchasing, inventory, and office service needs.
• Assist with company events, employee activities, and other initiatives that bring people together.
• Handle confidential information with discretion, integrity, and professionalism.

What Makes You Successful in This Role?

We’re looking for someone who takes pride in being dependable, but doesn’t confuse dependability with simply following instructions.

You’re the person who notices the supply cabinet is running low before anyone asks. You see a scheduling conflict and work to resolve it. You recognize an inefficient process and suggest a better way. When something unexpected comes up, you stay calm, figure out the next step, and keep things moving.

You don’t need every task spelled out. You ask thoughtful questions when needed, make informed decisions within your responsibilities, and know when to bring an issue to leadership. Most importantly, when you take something on, you own it through completion.

You’ll thrive at ILC if you are:

• Proactive: You anticipate needs, spot potential problems, and act before being asked.
• Accountable: You take responsibility for your work, meet commitments, and follow through.
• Resourceful: You find answers, solve problems, and figure out how to move forward.
• Highly organized: You can manage multiple priorities without losing sight of the details.
• A strong communicator: You share information clearly, keep people informed, and build positive working relationships.
• Adaptable: You can shift gears when priorities change and respond constructively to the unexpected.
• Discreet and trustworthy: You handle confidential information and sensitive situations with sound judgment.
• Service-minded: You enjoy helping others succeed and take pride in creating a positive, professional environment.
• Improvement-oriented: You don’t settle for “that’s how we’ve always done it” when there’s a better way.

What You’ll Bring

Required qualifications

• High school diploma or equivalent.
• Previous experience in an administrative, office support, customer service, or similar role.
• Strong verbal and written communication skills.
• Proficiency with Microsoft Office applications, including Word, Excel, and email.
• Experience organizing information, preparing documents, managing spreadsheets, and performing basic calculations.
• Strong attention to detail, time management, and organizational skills.
• The ability to prioritize competing responsibilities, work independently, and exercise good judgment.
• Reliability, punctuality, professionalism, and discretion when handling confidential information.

Preferred qualifications

• Experience managing office operations or supporting multiple departments.
• Intermediate or advanced Excel skills.
• Experience with expense reporting, purchasing, inventory tracking, or vendor coordination.
• Experience supporting company events, employee activities, or social media content.
• Familiarity with cloud-based business systems and the ability to learn new software quickly.

The Details

• Position: Headquarters Office Manager
• Reports to: Chief People Officer
• Location: ILC Headquarters
• Schedule: Monday–Friday, 8:00 a.m.–5:00 p.m.
• FLSA classification: Hourly, non-exempt

Ready to Make an Impact?

If you’re someone who takes initiative, enjoys making things run better, and wants to contribute to a company where employees have a stake in the outcome, we encourage you to apply.

At ILC, we’re looking for an employee-owner who doesn’t just ask, “What needs to be done?” but also asks, “What can I do to make this better?”

If that sounds like you, let’s talk.