Office Manager

Job description

Our vision is to provide expertise that empowers our partners to improve the effectiveness of the food system globally. Every role contributes to our values of Trust, Collaboration, and Innovation. The Office Manager supports the daily office and facility operations of the Company. This includes managing resources, facilities, and service providers to ensure the office is functional and the building is well-maintained. JOB QUALIFICATIONS: Education : High School Diploma or G.E.D. required Experience : At least two years of related administration, facilities, and event experience preferred or any equivalent combination of experience. JOB DUTIES: 1. Office & Facilities Operations Oversee day-to-day office operations and workplace services. Coordinate building and grounds maintenance, repairs, and preventive maintenance activities. Maintain building security measures, including key inventory and access management. Coordinate office moves, workstation setups, and facility space planning. Ensure common areas, conference rooms, and break areas are maintained and fully stocked. 2. Vendor & Budget Management Manage relationships with vendors and service providers, including office supplies, shredding services, mail carriers, catering providers, and facility maintenance contractors. Negotiate vendor agreements and monitor service quality and costs. Track inventory usage and support budget planning and expense management. Process invoices and maintain accurate records in accordance with company policies. 3. Mailroom & Administrative Services Manage all incoming and outgoing mail and package distribution. Coordinate shipping services, carrier pickups, and special mailing requests. Support document retention and confidential document destruction processes. Provide administrative support for office operations as needed. 4. Event & Meeting Coordination Plan and coordinate company meetings, events, and workplace activities. Manage room reservations, catering, setup, and event logistics. Ensure conference room technology is operational and coordinate support when needed. 5. Safety & Workplace Support Support workplace safety initiatives, emergency preparedness activities, and safety committee operations. Assist with emergency response planning and facility-related drills. Promote a safe, organized, and welcoming workplace environment. 6. Reception & Employee Support Serve as backup receptionist, greeting visitors and directing inquiries professionally. Support onboarding activities by preparing workstations and providing facility orientations. Maintain inventory and distribution records for designated company products and materials. SCOPE & IMPACT : Ensures business continuity by maintaining efficient office operations, functional facilities, and adequate resources for employee needs. Partners across departments and businesses to support meetings, events, and employee activities. Manages relationships with external vendors and services providers to ensure qualify service, cost-effectiveness, and timely resolution. QUALIFICATIONS : Customer Focus: Provides responsive, professional support to employees, leadership, visitors, and vendors. Attention to Detail: Ensures accuracy in office operations, facility coordination and processes. Organization & Time Management: Effectively manages multiple priorities and deadlines. Communication: Demonstrates strong written and verbal communication skills. Confidentiality & Judgment: Handles sensitive information with professionalism. Technology & Systems: Works effectively with office technology and business systems. Collaboration: Builds strong working relationships across departments. ​ BASIC PHYSICAL REQUIREMENTS: Approximate: 8-Hour Day (may be longer during peak season) Key: Occasional = 0% - 33% Frequent = 34% - 66% Continuous = 67% - 100% N/A = Not Applicable Standing Occasional Sitting Continuous Walking Frequent Bending/Kneeling/Crouching/Stooping Occasional Reaching Above Shoulder Occasional Climbing (stairs, ladders, etc.) N/A Working on Heights: Unprotected Heights N/A Protected Heights N/A Lifting Weights from 0 to 50 pounds Occasional Push/Pull/Maneuver Equipment/Products/Materials Weighing from 0 to 50 pounds Occasional Being Around and/or Operating Moving Machinery/Equipment N/A Operating a Vehicle (as a part of your job) N/A Read/Monitor Gauges on Various Equipment/Machinery N/A Hand Movements: Recording Data Continuous Operating Office Equipment Continuous Operating Computer Frequent Simple Grasping (right and left) Continuous Firm Grasping (right and left) Continuous Fine Manipulating (right and left) Continuous Foot Movements to Operate Foot Controls N/A Good Vision, Corrected to Normal; or Ability to Access Required Information and to Perform Job Duties Yes Color Definition No Good Hearing, Corrected to Normal; or Ability to Communicate and/or Understand Required Information and to Perform Job Duties Yes Ability to be Mobile throughout Required Work Areas Yes Office Occasional Multiple Locations N/A Plant N/A Equipment/Maintenance or Repair Area N/A Rough Terrain N/A Other N/A BASIC MENTAL REQUIREMENTS: This job requires the mental capabilities to learn, comprehend and communicate both orally and in writing. Additionally, common sense and logical thinking are required to complete several job duties. WORKING CONDITIONS AND EXPOSURES: General office working conditions exist, including some extended periods of computer work and extended hours during peak periods of activity. TRAINING: Safety: Emergency Procedures First Aid Training Other: On-The-Job CQI Employee Handbook “Note: This is not necessarily an exhaustive list of the job duties and requirements associated with this job, but is intended to represent an accurate reflection of the current job.”