Office Manager

ESSENTIAL DUTIES AND RESPONSIBILITIES

Office Operations and Workplace Administration

1. Manage and oversee day-to-day headquarters office operations, serving as the primary administrator responsible for ensuring an efficient, professional, and business-focused work environment.

2. Serve as the organization's primary liaison for visitors, vendors, contractors, and business partners, exercising independent judgment in addressing inquiries, resolving issues, and coordinating services.

3. Evaluate and prioritize incoming communications and requests, directing matters to appropriate departments and leaders while ensuring timely resolution.

4. Coordinate organizational meeting logistics, facility scheduling, and space utilization strategies to support operational priorities, employee engagement activities, and executive initiatives.

5. Assess workplace operational needs and implement solutions to maintain productive, compliant, and professional office environments.

6. Monitor office equipment, technology resources, and workplace services; identify operational risks and coordinate corrective actions with Information Technology, Facilities, and vendors to minimize disruptions.

7. Manage relationships with building management, service providers, and contractors, ensuring service levels, responsiveness, and organizational requirements are met.

8. Coordinate office space planning, workplace transitions, and facility improvement initiatives that support evolving organizational needs.

9. Conduct ongoing assessments of workplace operations and recommend process improvements to enhance efficiency, employee experience, and resource utilization.

10. Serve as headquarters emergency preparedness and evacuation coordinator, ensuring operational readiness and compliance with organizational safety protocols.

Business Services Administration

1. Administer organizational mail, shipping, and delivery operations, ensuring secure, efficient, and timely distribution of business-critical correspondence and materials.

2. Establish and maintain processes for tracking high-priority deliveries, confidential documents, and accountable mail items.

3. Evaluate and coordinate shipping, courier, and delivery solutions to support organizational efficiency and cost-effectiveness.

4. Develop and maintain controls and documentation systems to safeguard business records and ensure accountability for incoming and outgoing deliveries.

Financial Administration and Operational Support

1. Administer assigned financial and administrative processes in accordance with organizational policies, internal controls, and regulatory requirements.

2. Review, reconcile, and validate executive and departmental corporate credit card expenses for accuracy, completeness, and policy compliance, resolving discrepancies when identified.

3. Analyze expense documentation and communicate recommendations or corrective actions to ensure compliance with organizational financial standards.

4. Partner with Finance and department leaders to facilitate vendor onboarding, contract administration, procurement documentation, and business transactions.

5. Maintain and oversee financial and administrative records, ensuring data integrity, audit readiness, and compliance with record retention requirements.

6. Identify process improvement opportunities and recommend enhancements that strengthen operational controls and administrative efficiency.

Contract Administration and Vendor Relations

1. Administer the organization's contract management program, ensuring appropriate tracking, documentation, approvals, and execution of contractual agreements.

2. Monitor contract lifecycles, identify potential risks or delays, and proactively coordinate resolution activities with stakeholders to support business objectives.

3. Serve as a central point of coordination among department leaders, legal representatives, vendors, and business partners regarding contract execution and compliance requirements.

4. Evaluate contract status, renewal timelines, and vendor obligations, providing recommendations and escalations as necessary.

5. Develop and maintain contract administration procedures, records management practices, and reporting mechanisms to support organizational compliance and operational effectiveness.

6. Coordinate vendor review and onboarding activities, ensuring compliance with organizational standards and business requirements.

Contractor Credentialing and Compliance Administration

1. Administer contractor and provider credentialing programs, ensuring compliance with organizational standards, contractual obligations, and regulatory requirements.

2. Coordinate the onboarding, documentation review, and administrative approval processes for independent contractors and physician service providers.

3. Serve as the primary organizational liaison with credentialing vendors and external partners, resolving issues and facilitating timely completion of credentialing requirements.

4. Monitor credentialing status, expiration dates, regulatory requirements, and renewal cycles, proactively addressing potential compliance risks.

5. Analyze credentialing data and documentation to identify gaps, ensure accuracy, and recommend corrective actions when necessary.

6. Collaborate with leadership, Human Resources, Information Technology, Finance, and operational departments to ensure contractor compliance and successful program administration.

7. Develop and maintain credentialing tracking systems, reporting tools, and administrative procedures to enhance operational efficiency and regulatory compliance.

OTHER DUTIES AND RESPONSIBILITIES:

1. Performs other duties as may be assigned by the Chief Operating Officer or Designee

PHYSICAL REQUIREMENTS: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position. The role requires continual seeing, hearing, speaking, standing/walking, sitting, pushing/pulling/reaching, and fingering/grasping. Stooping, bending, and kneeling are frequent. Driving and lifting/carrying heavy items are rare. Lifting up to 10 pounds may be required for up to one-third of the workday; lifting more than 10 pounds is not required.