Job Description

Our client, a prominent investment firm, is seeking an Office Manager for their Palm Beach, Florida location. The Office Manager will be the first point of contact for visitors, guests and employees and be responsible for vendor relationship management and facilities operations. The role will sit at the front desk of a high-profile office. The ideal candidate will be proactive and detail oriented with experience in front office administration, customer service, and building operations.

Company : Investment Firm

Position : Office Manager

Location : Palm Beach, Florida (onsite 5 days a week)

Compensation : $100K range DOE + bonus + excellent benefits

Hours : 8:00am – 5:00pm (some flexibility required)

Responsibilities:

Office Management :

• Serve as the first point of contact for all office-related needs and visitor inquiries.
• Manage front desk operations including answering phones, greeting guests, and overseeing the visitor experience.
• Maintain office supply inventory and pantry stock; place orders and manage daily lunch orders provided by the firm.
• Oversee office seating assignments and support logistics for employee and guest occupancy.
• Coordinate with IT and other internal departments to ensure all office equipment and technology are functional and supported.
• Schedule and manage conference room bookings, including setup for AV, catering, and meeting requirements.
• Monitor cleanliness and appearance of the office during business hours; manage after-hours cleaning services through external vendors.
• Work closely with 3rd party security providers for building access and safety protocols.

Facilities Oversight :

• Support the upkeep of building infrastructure, including liaising with vendors for HVAC, plumbing, electrical, and landscaping needs.
• Conduct periodic walkthroughs and report issues to property ownership or maintenance contractors.
• Assist with tracking facility-related budgets and service contracts.
• Respond to minor building issues and coordinate appropriate service providers.
• Act as a liaison with local authorities or property ownership when necessary for repairs, permits, or compliance-related concerns.

Qualifications :

• Proven experience in office management, workplace operations, or administrative coordination.
• Exposure to facility oversight or vendor management is a plus.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent communication and interpersonal abilities.
• Capable of working independently and managing multiple priorities effectively.
• Familiarity with Palm Beach property logistics or climate-specific building considerations is preferred but not required.

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