The Office Administrator & Manager provides overall operational support for the company in various administrative and facility related duties to maintain an efficient and well-run office environment. This person has a very welcoming disposition and a winning attitude. They will be engaging and supportive with all internal team members, office guests, and external vendors. The Office Administrator & Manager is strong at working independently and is highly adaptable in an extremely fast-paced and quickly growing company.

Administrative

• Greet office guests in a courteous and professional manner
• Assist the CEO in managing his calendar, some travel, and other logistics
• Schedule meetings with clients and prospects at the direction of the CEO and Marketing / Sales Departments
• Coordinate event RSVPs, attendance lists, follow ups and thank you gifts / notes
• Research, book and manage meeting locations such as restaurants and hotel conference rooms for events
• Coordinate and execute logistics around NextHealth sponsored events including travel, agendas, and supplies

Culture

• Promote a fun office culture by planning company social events, townhalls, etc.
• Support onboarding new hires and contractors
• Coordinate updates to branded artwork and office optics for the reception and open office areas per the direction of the CEO, HR, and Marketing Department
• Office
  
  • Proactively walk around the office and ensure the office space and kitchen is clean, well-organized, and stocked
  • Work with the building management with any facilities related inquiries and requests
  • Track office expenses, analyze operational costs, and provide new recommendations
  • Audit company vendor invoices and negotiate pricing and service contracts
  • Manage office supply inventory and responsible for all ordering including food and catering, IT, supplies, etc.
  • Schedule and coordinate project meetings and communications on operational activities
  • Handle mail, Fed Ex requests, and deliveries
  • Other projects as needed

Marketing

• Provide marketing materials to the Services team for new customer kick-off meetings
• Manage marketing supplies in the lobby and for sales meetings and events
• Order printed copies of marketing content including brochures, posters and other materials per the direction of the Marketing Department
• Use project planning applications to aid Marketing leader in managing activity and publishing plans
• Communicate effectively with CEO, Marketing and Sales on progress and schedules

Competency

• Excellent communication, organization, and planning skills
• Must be incredibly meticulous and well organized
• Ultimate team player
• Can proactively anticipate organizational needs and recommend solutions
• Thrives in a start-up culture and knows how to work independently and get results quickly

Required Education & Experience

• BA/BS degree
• 3+ years of experience in an Office Manager or Administrative role
• 1+ years of facilities management experience with building managers and 3rd party companies
• Proficient with Microsoft Office