Office Manager

Job summary

Oversee daily office operations, reception and client services, meeting rooms, facilities, supplies, and tenant onboarding and administration. Prepare invoices, maintain client and billing records, follow up on outstanding payments, coordinate vendors, and support virtual-office clients.

Job details

We are seeking a dedicated, organized, and customer service-oriented Office Manager to oversee the efficient day-to-day operation of our office. This role requires a highly proactive individual who can independently manage client needs, office administration, vendors, facilities, billing follow-up, and daily operations while maintaining a professional and welcoming environment. Responsibilities: Reception and Client Services Welcome tenants, clients and visitors in a professional and friendly manner. Answer and route incoming calls, including calls for clients using our reception services. Receive, organize and distribute mail and packages, notifying clients promptly. Assist with printing, scanning, mailing and other services offered by Jameson Offices. Respond to client inquiries, resolve routine concerns and escalate issues when needed. Workspace and Meeting Rooms Manage boardroom bookings and prepare meeting rooms before use. Keep reception, meeting rooms and shared areas tidy and presentable. Prepare morning coffee and replenish shared supplies. Report maintenance concerns and coordinate follow-up with building management or approved contractors. Coordinate office setup and furniture arrangements for incoming or relocating tenants. Tenant and Virtual-Office Administration Respond to prospective-client inquiries and conduct office showings. Coordinate tenant onboarding, move-ins and move-outs, including keys and access arrangements. Prepare agreements using approved templates and maintain accurate client records. Support virtual-office clients with mail handling and reception arrangements. Refer pricing requests, agreement changes and exceptions to management for approval. Billing and Office Administration Prepare invoices, maintain billing records and follow up on outstanding payments. Track boardroom usage and other billable services. Order office supplies and monitor inventory. Maintain accurate records of client requests and outstanding tasks. Create and update office advertisements on approved listing platforms. Requirements: Previous experience in a similar office management, administrative, property management, or customer service role is preferred. Strong ownership, initiative, and ability to work independently. Excellent organizational and multitasking abilities. Strong communication and interpersonal skills. Customer service-oriented mindset with the ability to effectively manage a variety of client and tenant needs. Strong problem-solving skills and the ability to identify and resolve issues proactively. Ability to independently manage client relationships, agreements, billing follow-up, vendors, facilities issues, and day-to-day office operations. Proficiency in office software, including Microsoft Office Suite. Strong attention to detail and ability to prioritize competing tasks effectively. Knowledge of basic office maintenance and facilities practices. Ability to manage multiple responsibilities while maintaining a high level of professionalism and service. Availability to work on-site during regular office hours, 8:30 a.m. to 5:00 p.m.

What you’ll do

Oversee daily office operations, reception and client services, meeting rooms, facilities, supplies, and tenant onboarding and administration. Prepare invoices, maintain client and billing records, follow up on outstanding payments, coordinate vendors, and support virtual-office clients.

Requirements

Previous experience in office management, administration, property management, or customer service is preferred, along with strong organizational, communication, customer service, and problem-solving abilities. Candidates should be able to work independently, manage competing responsibilities, use Microsoft Office Suite, and work on-site during regular office hours.

Listed skills

• Customer service · Preferred
• Problem solving · Preferred
• Organization · Preferred
• Administrative Support · Preferred
• Vendor Coordination · Preferred
• Communication · Preferred
• Multitasking · Preferred
• Prioritization · Preferred
• Client Relationship Management · Preferred
• Microsoft Office Suite · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Office Management
• Customer Service
• Reception
• Client Relationship Management
• Administrative Support
• Organization
• Multitasking
• Communication
• Problem-Solving
• Billing Follow-Up
• Vendor Coordination
• Facilities Coordination
• Tenant Administration
• Microsoft Office Suite
• Recordkeeping
• Prioritization

Job areas

• Administrative
• Customer Service & Support
• Management & Leadership
• Finance & Accounting