Office Manager

Purpose, Vision, and Values Statement

HealthierHere is a nonprofit collaborative that partners with organizations across sectors to advance health equity and improve the health and well-being of people in King County, WA. Guided by our mission, vision, and community’s voices, we work to connect and strengthen our health and social care systems by providing expertise, resources, and robust data and technology solutions.

We don’t provide direct health care or social services to clients. Instead, we engage and support the organizations that do. Our partners include community-based organizations, Tribes, social service agencies, hospitals and health systems, community clinics, behavioral health organizations, government agencies, philanthropy, businesses, and more.

HealthierHere serves as the Accountable Community of Health (ACH) for King County, part of a statewide effort to transform health and social care delivery. We operate under core values of equity, community, partnership, results, and innovation.

We are dedicated to serving all people in our region, focusing on individuals and communities who experience the effects of inequity, racism and discrimination in our health and social systems. Through our shared efforts, we’re working to ensure more individuals, families, and communities in King County will have better access to the whole-person care they need to be healthy and thrive.

Culture Charter

HealthierHere culture is rooted in our five values: Equity, Community, Partnership, Innovation, and Results. Staff at all levels are expected to embody these values in their work and relationships, fostering an environment of respect, collaboration, and continuous learning. These values guide how HealthierHere operates internally and in partnership with others to achieve meaningful, long-term impact. 

Commitment to Diversity, Equity, Inclusion, Accessibility, and Belonging

HealthierHere is an equal opportunity employer committed to creating an inclusive, accessible, and multicultural workplace where everyone feels a sense of belonging. We provide equal employment opportunities to all employees and applicants, prohibiting discrimination or harassment based on race, color, sex, religion, marital status, national origin, age, sexual orientation, citizenship, veteran status, or any sensory, mental, or physical disability, in compliance with local, state, and federal laws. We value diversity, strive for a workforce that reflects the communities we serve, and are committed to building a team where staff from all backgrounds feel they belong, can contribute fully, and are supported to thrive.

Company Benefits

We believe people do their best work when they feel supported—inside and out. We care for our team, just like we care for our community. Our benefits are built to help you thrive, and support your health, growth, and balance:

• 100% coverage of employee premiums for select medical, dental, and vision plans
• Up to 6% match on your 403(b)-retirement plan
• Flexible Spending Accounts (FSAs) for healthcare and dependent care
• Group and voluntary life insurance
• Short-term and long-term disability coverage
• Generous paid time off, up to 13 paid holidays, sick leave, and mental health days
• A wellness benefit to support your personal well-being journey
• Professional development allowance to invest in your growth
• Hybrid work model 

Position Overview

The Office Manager is responsible for managing the day-to-day operations of HealthierHere’s office to ensure a welcoming, organized, safe, and well-functioning workplace for employees, partners, and visitors. Reporting to the Chief Finance and Operations Officer (CFOO), this position oversees the coordination of office operations, facilities and workplace services, vendors, supplies and equipment, onsite logistics, and general office administration.

Serving as a central point of coordination for workplace needs, the Office Manager works across teams and leadership with building management, vendors, and other external partners to ensure office services are organized, reliable, and responsive to the needs of a hybrid workforce. This role proactively identifies operational needs, coordinates solutions, and ensures appropriate follow-through, while recognizing when issues require escalation or partnership with other teams.

The successful candidate will bring a proactive and service-oriented approach, strong organizational and problem-solving skills, sound judgment, and the ability to independently manage competing priorities within a part-time schedule. They will be resourceful and attentive to the needs of the workplace, with a focus on establishing practical and consistent office processes, addressing needs before they become disruptions, and contributing to a positive employee and visitor experience.

Key Responsibilities

Office & Workplace Operations

• Manage the day-to-day operations of HealthierHere’s office to maintain an organized, functional, welcoming, and professional workplace.
• Serve as a primary point of contact for employees regarding routine office, facilities, and workplace-related questions and needs.
• Monitor and maintain office supplies, shared workplace resources, kitchen and breakroom supplies, and other materials; coordinate replenishment as needed.
• Coordinate incoming and outgoing mail, packages, deliveries, and other routine office services, including sorting and distributing mail to designated employee mailboxes or appropriate recipients.
• Maintain shared office spaces and proactively identify cleanliness, maintenance, repair, supply, or other operational needs.
• Conduct routine checks of office spaces and coordinate timely resolution of identified issues.
• Maintain office-related documents, contact lists, operational information, and reference materials.
• Coordinate office space utilization and workspace reservations to support onsite work and HealthierHere’s hybrid work model, including addressing space-related needs or scheduling conflicts as they arise.

Facilities, Building & Vendor Coordination

• Serve as the primary liaison with building management, janitorial services, maintenance providers, and other office-related vendors.
• Coordinate facility service requests, repairs, maintenance needs, vendor visits, and other workplace services and follow through to resolution.
• Maintain current building, vendor, and service-provider contact information and relevant documentation.
• Monitor routine vendor services and communicate service concerns or recurring issues to the appropriate internal stakeholders.
• Coordinate office access needs, including keys, badges, parking, or other building access processes, as applicable.
• Escalate significant facility, building, or service issues to the appropriate organizational leader.

Purchasing, Inventory & Equipment Coordination

• Coordinate office-related purchases in accordance with HealthierHere’s purchasing and Finance procedures.
• Maintain appropriate inventory of office supplies, materials, and shared equipment.
• Coordinate the ordering, receipt, setup, replacement, repair, and disposition of office equipment in partnership with Finance, IT, and other responsible teams.
• Maintain appropriate records related to office purchases, equipment, supplies, and vendor services.
• Identify routine office needs and recommend practical, cost-conscious solutions.
• Track outstanding office-related orders, repairs, or service requests through completion.

Meetings, Events & Onsite Support

• Coordinate office logistics for onsite meetings, staff gatherings, trainings, and organizational events.
• Prepare meeting and event spaces and coordinate room setup, technology, supplies, catering, deliveries, and other logistical needs.
• Provide onsite support for employees, visitors, external partners, and vendors as appropriate.
• Coordinate setup and breakdown for onsite activities and ensure shared spaces are returned to normal operation following events.
• Partner with staff across the organization to coordinate workplace needs, meetings, events, and other onsite activities.

Qualifications

• Combination of relevant work, education, and/or life experience demonstrating at least three to five years of progressively responsible experience in office management, workplace operations, facilities coordination, office administration, or a related area.
• Demonstrated experience independently coordinating day-to-day office or workplace operations, including facilities, vendors, supplies, equipment, meetings, and other operational needs.
• Strong organizational and prioritization skills, with the ability to manage multiple responsibilities, anticipate needs, and reliably follow work through to completion with limited oversight.
• Demonstrated resourcefulness and problem-solving skills, including the ability to assess operational issues, identify practical solutions, exercise sound judgment, and recognize when escalation is appropriate.
• Strong interpersonal and service-oriented communication skills, with the ability to build effective working relationships across all levels of an organization and with vendors, building partners, visitors, and other external stakeholders.
• Experience coordinating vendors and service providers and maintaining accountability for timelines, deliverables, and follow-through.
• Strong attention to detail and ability to establish and maintain organized, reliable processes, records, and systems for recurring office operations.
• Working knowledge of purchasing, inventory management, and basic cost-conscious decision-making.
• Strong proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint, with comfort learning, using, and troubleshooting common workplace and meeting technology.
• Ability to work independently and collaboratively, adapt to changing needs, and effectively manage responsibilities within a part-time schedule.
• Demonstrated discretion and sound judgment when handling confidential, sensitive, or organizational information.

Preferred Qualifications 

• Five or more years of experience in office management, workplace operations, facilities coordination, or a related operational role.
• Familiarity with Microsoft Places, Neat meeting room technology, or similar workplace reservation and conferencing systems.
• Experience serving as the primary or lead point of coordination for an office or workplace.
• Experience supporting workplace operations within a hybrid work environment.
• Experience coordinating facilities, building management, vendors, purchasing, meetings, and organizational events.
• Experience in a nonprofit, healthcare, public-sector, professional-services, or similarly complex organizational environment.
• Experience working effectively and collaboratively with people from diverse backgrounds and communities.

Physical Demands

The physical demands of this role include:

• Perform prolonged periods of sitting or standing while working on a computer or attending virtual and in-person meetings.
• Engage in repetitive motions such as typing, scrolling, and using a mouse or trackpad.
• Communicate effectively through verbal and auditory means during video calls, phone calls, and in-person interactions.
• Perform occasional physical tasks, such as setting up equipment or handling materials, which may involve lifting or moving items weighing up to 20 pounds.
• Travel to the office or other work sites as needed, which may involve driving or using public transportation.
• Maintain visual focus and acuity during extended screen time.

Work Schedule

Schedule: This is a part-time, onsite position scheduled during HealthierHere’s regular business hours. The Office Manager is expected to work onsite at HealthierHere’s Seattle office during their established work schedule to support day-to-day workplace operations, employees, meetings, visitors, vendors, and other onsite needs.

Role Location: Seattle, WA

Equipment: HealthierHere-issued laptop and other equipment as needed to fulfill role and responsibilities.

Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time. HealthierHere believes that each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. This job description is designed to outline primary duties, qualifications and job scope, but not limit our employees nor the organization to just the work identified. We expect that each employee will offer his/her services wherever and whenever necessary to ensure the success of the company.