Office Manager

Description

Reports to: Vice President of Administration

Position Summary: The Office Manager provides high-level administrative and operational support to the PDM Leadership while ensuring the smooth day-to-day functioning of office operations. This role serves as a key point of coordination for meetings, company events, and employee engagement initiatives. The Office Manager shows high level organizational skills, is detail-oriented, and capable of delivering professional and engaging experiences to PDM employees, visitors, and clients. Familiarity with the Entrepreneurial Operating System (EOS) is preferred.

Adhere to PDM’s Core Values:

• Relationship Building: We foster long-term positive relationships with fellow employee-owners, external partners, and our communities.
• Accountability: We consistently demonstrate a high level of personal accountability.
• Urgency: We operate with a sense of urgency.
• Innovation: We embrace growth and change.
• Create Return on Efforts: We create positive results on all our efforts.
• Pillars: 1) Safety, 2) Quality, 3) Happiness, 4) Performance

Areas of Accountability:

• Provide administrative and logistical support to PDM Leadership, including coordination of meetings, materials, and follow-ups.
• Support meetings through scheduling, communication, and preparation of materials including catering or food requests.
• Process and manage leadership’s expense reports accurately and in a timely manner.
• Coordinate company travel arrangements, including bookings, itineraries, and logistics.
• Maintain office operations, including ordering and managing supplies across office areas.
• Oversee incoming and outgoing mail distribution.
• Serve as the first point of contact by greeting guests and managing incoming calls and messages.
• Assist with financial administrative tasks, including sending checks and ACH remittances.
• Plan and execute logistics for company events and celebrations, including preparation of materials (e.g., name tags, drink tickets, guest lists).
• Support invitation distribution and RSVP tracking for company events, including ESOP-related gatherings.
• Support employee engagement and recognition initiatives, including:
• Coordinating birthday gifts, cards, and communications
• Assisting with thank-you cards tied to employee recognition programs
• Organizing, labeling, and distributing company swag
• Oversee company merchandise/apparel store coordination and inventory.
• Coordinate office furniture needs, including ordering and maintaining equipment such as chairs and other furnishings.
• Oversee the organization and maintenance of all shared office spaces and closets.
• Perform additional responsibilities as needed to support business operations.

Requirements

Knowledge & Skills:

• Experience supporting senior leadership or executive teams preferred
• Strong organizational and time management skills with the ability to prioritize multiple tasks
• Experience coordinating meetings, events, and travel logistics
• Familiarity with expense reporting and basic financial administrative tasks
• Experience in a fast-paced, professional office environment
• Exposure to or experience with EOS is a plus

Education: High school diploma or equivalent required; associate or bachelor’s degree in business or related field preferred. Equivalent combination of education and experience will be considered.

Experience: 3+ years of administrative, office coordination, or executive support experience

DISCLAIMER

The above information in this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.