Senior Office Manager

Title: Senior Office Manager

Reporting to: VP, Talent & Experience

Location: Boston, MA (Hybrid)

Department: Human Resources (Employee Experience)

About the Team

This role is part of our Employee Experience Talent Team. We believe in a differentiated work experience that delivers: 

·      Success (freedom to create, earn, learn, be challenged) 

·      Safety (health, belonging, equity, appreciated for whole self) 

·      Choice (empowered to build rhythms for your highest productivity) 

·      Community (impact beyond any one of us; makes each other, customers and society better) 

About the Role  

Quickbase has a distributed workforce – most of our employees work remotely and utilize our three global offices for collaboration, team building, and social engagement. We believe that employees can be successful from anywhere when enabled with the right tools to foster collaboration and connection and the flexibility to meet both individual and corporate needs. 

The Senior Office Manager will be part of our Employee Experience team and essential to helping us be intentional about how we utilize and curate the office experience both for local employees and our distributed workforce when they visit. This is a great role for you if you have an ability to manage multiple projects and deliverables, being flexible to handle anything that might come your way.  

Objectives

·       Build processes and procedures to ensure operational efficiency in our Boston Office.  

·       Coordinate internal and external resources, and cultivate relationships with vendors  

·       Oversee office interactions, responding to requests and questions 

·       Ensure the employee experience continues to be a differentiator, whether at home or in the office 

Responsibilities

Office Experience Management 

·       Maintain the appearance of common areas, organize office procedures, and oversee supplies, equipment and office requests in Boston office 

·       Create and maintain a system for managing inventory and supply replenishment, include technology peripherals  

·       Primary point of contact for visitors including IT assistance  

·       Support town hall or other internal meeting set ups as needed.  Liaison with employees and IT on technical escalations. 

·       Establish and maintain relationships with vendors including procurement of hotel rates for employees traveling to our Boston headquarters and catering for office meals, and other services where it makes sense to establish and leverage partnerships 

·       Coordinate in and outbound mail service 

·       Manage relationships with building security and maintenance – may require calls outside normal business hours 

·       Oversee and maintain office equipment for uninterrupted function 

·       Manage the security badging system 

·       Coordinate maintenance and repairs 

·       Organize logistics through local staff 

·       Implement office supply and inventory system 

·       Manage the Boston Facility Coordinator 

·       Oversee the Robin app (office space scheduler) as it relates to office space availability and monitor office attendance trends 

Project Management 

·       Collaborate with team on real estate projects, as needed.    

·       Coordinate and collaborate with other regional offices for engagement initiatives to create a common employee experience. 

Skills, Traits and Qualifications 

·       3-5 years of office management and/or vendor management experience 

·       Strong organization, time-management and people skills, flexibility, and multitasking ability 

·       Experience building repeatable processes for operational work 

·       'We Win Together’: establishes strong relationships internally and externally 

·       'We Take Accountability’: proactive problem solver, drives tasks to completion, owns and learns from mistakes. 

·       ‘We Improve Everyday’: growth mindset, resilient, coachable 

·       Proficiency with Microsoft Office, with aptitude to learn new software and systems like office management applications 

·       Must be able to lift 50+ pounds 

Preferred Qualifications 

·       Bachelor’s degree or equivalent experience 

·       Previous success in office management