The Role
The Office Manager will manage daily office operations, support executives, coordinate events, and create a welcoming environment at Agate Software's headquarters.
Summary Generated by Built In
At Agate Software, we are building a better world by revolutionizing how government agencies and nonprofits manage their grant processes. Our solutions empower our customers to maximize their resources, drive compliance, and focus on their core missions of distributing millions of dollars in funding for critical social services.
Our success is built on three pillars: Innovation, Integrity, and Impact. For over 20 years, Agate Software has been at the forefront of transformative innovation in the grant management industry. Our journey is marked by groundbreaking achievements and a commitment to pushing boundaries. By simplifying complex workflows, enhancing transparency, and turbo-charging efficiency, we enable our customers to maximize the impact of their funding.
Always challenging the status quo, we strive to set new industry standards and we are seeking the brightest minds to join us in this mission. If you're ready to apply your expertise in a dynamic, growth-oriented, mission-driven environment, read on to see how this position aligns with your skills and interests!
What we’re looking for
We’re hiring an Office Manager to be the heartbeat of our main headquarters in Okemos Michigan - someone who brings energy, pride, and ownership to the space where we work. You’ll create a welcoming, inclusive environment, build community through small rituals and memorable events, and keep the office humming with simple systems that work. This role is perfect for an early-career A player who thrives in ambiguity, brings order to chaos, and is hungry to learn fast by taking on projects beyond the job description.
What You'll Do
- Own the HQ experience: Keep kitchens stocked, common areas tidy, rooms ready, and visitors and employees greeted with warmth and professionalism.
- Run daily office ops: Supplies, mail/shipments, equipment checklists, badging/keys, and general facilities coordination.
- Be our front-of-house communicator: Triage office requests, share clear office updates, coordinate with vendors, and handle inbound calls/emails.
- Plan community moments: Execute onsite team events, celebrations, and other culture rituals – all on time and on budget.
- Support execs and project teams: Coordinate travel, logistics, light calendaring and expense support as needed; prep materials and room setups for out-of-town guests.
- Manage vendors & budgets: Get quotes, place orders, track invoices, and monitor a simple monthly budget tracker.
- Enable great onboarding: Partner with People Ops to deliver a smooth Day-One experience for new team members including desk setup, team intros, office tour, and welcome moments.
- Safety & readiness: Maintain incident logs, first-aid kits, access lists, and basic compliance checklists.
- Grab extra scope: Jump into HR, Workplace, Sales, BizOps or adhoc projects that grow your skills and impact.
What You'll Bring
- Hospitality mindset: You notice details, take pride in presentation, and make people feel welcome.
- Operational rigor: You love checklists, time blocking, and closing loops consistently.
- Calm triage under pressure: You prioritize well when everything hits at once.
- Clear communication: Friendly, direct, and concise whether in person, email or on Teams.
- Vendor & budget basics: Compare quotes, track spend, and avoid waste.
- Ownership & growth drive: You see something, you fix it; you ask for feedback and level up.
- Tools: proficiency with Google Workspace or Microsoft 365, Slack/Teams, basic spreadsheets; bonus points for experience with Asana/Trello, Concur/Expensify, or visitor systems.
- Experience: 3–5 years in office management, hospitality, events, People Ops support, or similar service-oriented roles (internships and campus leadership count).
What Success Looks Like
- Weekly completion of HQ readiness checklist; kitchens consistently stocked and common areas tidy.
- Office request SLA: same-day acknowledgment in writing; clear ETA for resolution.
- Day-One onboarding playbook enhancements proposed for all new hires at HQ.
- Monthly community cadence running (e.g., birthdays/anniversaries, coffee hour, lunch & learn).
- Event execution: 100% of planned events delivered on time and within budget.
- Vendor SOPs and inventory system live; cost savings or waste reduction identified.
- Pulse score ≥85% favorable on engagement surveys (ie “HQ is welcoming and well-run.”)
- Onboarding day-one satisfaction ≥4.5/5 from new hires.
- Documented “Office Ops Playbook” (checklists, floor plan, contacts, event templates, safety basics).
- At least one cross-functional project delivered (e.g., onboarding refresh, travel program cleanup, wellness/ERGs support).
At Agate Software you'll be part of a team that is dedicated to making a difference through cutting-edge technology and unwavering dedication to our impactful work. If you're ready to make a significant contribution to communities in need and grow your career in an inspiring and challenging environment, apply today!
Diversity Commitment:
As an equal opportunity employer, we are committed to fostering an inclusive environment where an expansive range of ideas, backgrounds, and perspectives are the foundation for innovation. We strive to attract, develop, and retain the brightest minds from all walks of life, and we encourage applications from candidates from underrepresented communities, Indigenous persons, persons with disabilities, persons of diverse sexual orientation and gender identity, and all those who can provide different perspectives that contribute to the diversification of our team. Individuals who embrace innovation and intellectual curiosity are invited to bring their unique personal and professional experiences to the table to enrich our creativity, thought leadership, and discovery.
To all recruitment agencies: We do not accept unsolicited agency resumes and are not responsible for any fees related to unsolicited resumes.
Top Skills
Asana
Concur
Expensify
Google Workspace
Microsoft 365
Slack
Teams
Trello
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The Company
What We Do
Agate Software, the US affiliate of IGX Solutions, was founded in 1991 in Okemos, Michigan. Agate Software developed the groundbreaking IntelliGrants management software in 2001. Intelligrants is the first true web-based solution for grant management and is currently used by more than 120 clients across 34 states. Agate currently provides implementation, development, and training services for customers using IntelliGrants IGX, the market’s premier grants management software. Agate also continues to support customers utilizing earlier versions of intelliGrants while providing software development and lifecycle grant management support, maintenance, and services to IGX Solutions and other clients.
