Office Manager

What You Will Do

• Oversee daily site operations and workplace experience for employees.
• Maintain the cleanliness, organization, and general upkeep of the office, including shared spaces such as kitchens, refrigerators, and conference rooms.
• Manage recurring office services and supplier relationships, including snack deliveries, plant maintenance, shredding services, office supplies, printing materials, and shipment coordination.
• Collect, scan and route mail to the appropriate department.
• Communicate with building management and workplace service providers regarding access, maintenance issues, and other facility-related requests.
• Support employee onboarding and offboarding by coordinating items such as building access, Wi-Fi credentials, parking setup, email distribution lists, and termination notifications.
• Process administrative and operational requests, including purchase orders, invoice approvals, budget tracking, and cost center coordination for office-related expenses.
• Assist with regular month-end meetings by coordinating catering, preparing meeting rooms, and ensuring room setups are ready in advance.
• Coordinate with building management for shared systems, fire safety drills, and compliance matters affecting the broader facility.
• Monitor and manage performance of planned preventative maintenance (PPM) and reactive work for systems within our space
• Maintain documentation to support compliance with OSHA, fire code, and local municipal requirements.
• Coordinate employee moves, furniture changes, and space utilization reviews.
• Maintain emergency response protocols and participate in site-level incident response.
• Keep the internal GWS Hub and facilities-related materials current and relevant for local staff.
• Support environmental, health, and safety (EHS) initiatives in coordination with internal stakeholders.
• Provide cross-functional support for sales, marketing, office logistics, and administrative projects as needed
• Administer facility-related purchase orders, vendor invoices, and cost tracking.
• Ensure spend aligns with budget expectations and highlight variances or cost-saving opportunities.
• Work with leadership to contribute to the Dallas budget planning process.
• Participate in supplier selection, contract renewals, and supplier performance reviews.
People Responsibilities
• Foster strong working relationships with internal teams, service partners, and building management.
• Act as the primary point of contact for Dallas workplace-related questions or issues.
• Champion a responsive and customer-focused culture.
• Contribute to internal communications and change management for workplace updates or disruptions.
• Participate in periodic regional reporting and team alignment meetings.

What You Will Bring

• First Aid training (e.g., First Aid/CPR) required or willingness to obtain.
• Facilities certification (e.g., BOMI, IFMA, FMA) is an asset.
• Familiarity with applicable Texas building codes and local city permitting requirements.
• 3–5 years of experience in facilities or workplace operations within a corporate or commercial office setting.
• Proficient in Microsoft Office (Outlook, Excel, Word, Teams).
• Ability to work independently while collaborating effectively across teams
• Excellent written and verbal communication skills, with the ability to work effectively with employees, vendors, and external service providers.
• Strong vendor management skills across both hard and soft services.
• Demonstrated ability to manage projects, service contracts, and day-to-day workplace operations.
• Excellent communication and organizational skills with attention to detail.
• Comfortable working independently, managing multiple priorities, and responding to facility-related escalations.