Office Manager

ModMed is hiring the Office Manager responsible for supporting the People Experience team's initiatives, including office administration, facilities management, special events, onboarding, recognition, process improvement, and logistics.

Your Role:
Office Administration and Facilities Management:

• Coordinate the company-wide perks (catering, beverages, snacks).
• Coordinate facility and maintenance requests with managed service providers.
• Oversee facility maintenance and repairs, ensuring a safe and comfortable work environment.
• Provide oversight of the on-site security vendor, assigned security personnel, and related safety processes to ensure compliance with company standards and a secure workplace environment.

Local Transportation & Corporate Travel Management:

• Manage the daily cab roster by continuous vendor and employee coordination, ensuring timely pickups and drop-offs.
• Manage the escort vendor/escorts for the drop service.
• Optimize efficiency and ensure seamless experience with transport and escort services.
• Resolve transport and escort-related complaints and issues.
• Ensure the safety and security of the employees commuting by office transport.
• Manage leadership visits, travel bookings (such as tickets, stays, etc.), and plan the itinerary for the leadership visits.

Inventory Management:

• Manage office inventory and assets and keep the inventory tracker up to date.
• Act as the primary and accountable party for the safety of office inventory and assets
• Conduct regular inventory audits and reconcile discrepancies.

Team and Data Management:

• Manage the reception staff to make sure employees and guests have the best experience while on-site.
• Maintain confidentiality of organizational, guests/visitors, and employee-related information.

Budget and Invoice Management:

• Assist in preparing the budget and monitoring expenditures related to office supplies, facilities, and administrative functions.
• Identify cost-saving opportunities without compromising quality.
• Validate the vendor invoices, coordinating for approvals with the leadership team and payment follow-ups with the finance/accounts team

Vendor management:

• Build and manage vendor relationships, placing orders for office inventory (e.g., stationery, employee gifts, other swag, etc.), as needed.
• Procure Inventory through strategic pricing negotiations to get the cost-effective, best-in-class services and products.

Event Management:

• Assist with planning events, projects, and/or talent engagement initiatives to promote organizational culture.
• Execute program content by focusing on and expanding corporate themes; follow educational and entertainment principles and obtain leadership approvals.
• Coordinate event/meeting space according to requirements; schedule deliveries and schedule external contract service providers when needed.
• Assist with the Modernizing Medicine Employee Recognition program.

Education Requirements: Any Bachelor's Degree

Skills & Requirements:

• 4 to 5 years of relevant experience or an equivalent combination of experience and education
• Excellent written and verbal communication skills
• Proficiency in Google Suite, Microsoft Word, Excel, PowerPoint, and Gmail
• Excellent organizational, multi-tasking, and time management skills
• Ability to interact with clients and employees in an approachable and professional manner
• Minimal travel is required, including some weekends
• Being detail-oriented is a must