Office Manager

About the Role

We're hiring an Office Manager to join our Parkland office. As an Office Manager you keep this place running: the daily condition of every room and system, the vendors and the landlord, food and supplies, the equipment and screens, the logistics of every visit, and the calendar of events that gives the office its social life. 

There is also a building job inside this one - nothing here is automated yet. There is no tool that reorders supplies, chases vendors, reminds you about birthdays, restarts the screens or passes the team's feedback to our chef, and the office's own reporting is put together by hand. Setting that up is part of the role, and a good place to start is an automatic count of the things that were not caught in time. What stays with a person is everything that needs someone in the building: walking the space before the day begins, being there when the AC technician arrives, setting up a room, welcoming a visitor, noticing the thing no system is watching. If you enjoy shaping things that are still taking form, there is plenty of room here.

Key Responsibilities

1. Daily condition of the office

• Walk the building every morning before core hours against a documented checklist: every room, plus electrical, Wi-Fi and technology, plumbing, access and air conditioning.
• Turn anything failing into a task for the handyman or a vendor ticket the same morning.
• Keep the kitchen, bathrooms, gym and outdoor areas to our standard, with a little buffer on the items people notice straight away.

2. Vendors, landlord and repairs

• Choose and manage the vendors the office works with: air conditioning, pool, landscaping, electrical, gate, security, cleaning and grounds.
• See every ticket through to a close: an owner, a date, someone on site for the visit, a check that the work was done well, and the invoice filed.
• Hold the relationship with the landlord for repairs and payments, and support a lease renewal or a possible office move.

3. Equipment and technology

• Own the state of the office equipment: screens and dashboards, the video portal, meeting-room AV, and access credentials.
• Work closely with the on-site handyman, who is hands-on with much of the technical setup and systems, while remaining the person who owns the overall picture.

4. Food, kitchen and supplies

• Send meal counts to the office chef on schedule and adjust them as the week changes.
• Order supplies for the kitchen, bathrooms, gym, laundry and printing, and keep stock ahead of demand.
• Choose office food suppliers and catering, including finding alternatives when the team's feedback points that way.

5. Leadership sessions, QBRs and visitors

• Run the ground logistics for every visit: rooms, AV, meals through the day, arrivals and access.
• Get in touch with each visitor beforehand with the address, hotel options, timings and what to expect on site.
• Put the whole logistics plan in the calendars of the visitors.

6. Team calendar, events and culture

• Plan the year ahead: birthdays, seasonal holidays and office decoration, Friendsgiving, Christmas and gift exchanges, with the lead times each of them needs.
• Organize team activities people actually want — wakeboarding, cooking classes, concerts and similar — and company volunteering, where employees give their time.
• Partner with the office managers in Poland and Spain on shared events and practices.

7. Automation and measurement

• Set up and run the office's own reporting, including a count of the issues that were not caught in time, produced automatically rather than by hand.
• Automate the repetitive coordination: reordering, reminders, vendor scheduling, equipment checks, and feedback between the team and the chef.
• Keep the office standard, vendor register and documentation up-to-date in Confluence.

8. Budget and spend

• Track office spend, keep purchases within agreed limits, and flag where the office is overpaying.
• Act straight away in an emergency within an agreed limit, and route larger commitments through your manager.

What We're Looking For

• Three or more years in office management, facilities, executive support or hospitality, with direct experience running a site or a residence to a high standard.
• Evidence of having owned a place end to end — a vendor tracker or system you built, a budget you held, an event you ran from start to finish for senior people.
• Hospitality sense and exceptional attention to detail. You look at a catered table and see that it needs plates, napkins, serving spoons in each dish, drinks and ice, without anyone mentioning it.
• Real comfort with AI tools. Practical hands-on use of AI tools in office, facilities or executive-support work: which specific workflows you improved, what results it produced, and how you checked the output was right.
• Comfort working with numbers and dashboards. You can pull together spend and office data, check it, and explain simply what it shows to someone who has not looked at it.
• Follow-through without reminders. You close loops nobody is watching.
• Proactive planning in weeks and months, not days.
• Clear, warm communication, including with senior people, and good judgement about when not to interrupt.
• Fluent English, written and spoken.
• Confident with Google Workspace, Zoom, office dashboards, password managers, Atlassian (Jira and Confluence) and meeting tools such as Fellow — or able to pick them up quickly.
• Based in or willing to relocate to the Parkland area, and available for occasional evening and weekend work.

Nice to Have

• A background in luxury hospitality or private-client service.
• Curiosity about automation and the basics of how software and scripts work.
• Russian, in addition to English. Not required; the office runs in English.
• Experience preparing a site for severe weather, or willingness to learn it.

Location and Travel

Parkland, Florida -  on site in Parkland five days a week. No business travel.

A driver's licence and your own car are strongly preferred.