Office Manager

Four Inc. is seeking an organized and friendly Office Manager to join our growing public sector business. The Office Manager ensures smooth daily operations and creates a welcoming, well-run environment for employees, executives, and visitors. This role is highly visible and hands-on, balancing front-desk coverage, office management, and administrative support for the executive team. The ideal candidate is proactive, detail-oriented, organized, tech-savvy, and energized by helping others succeed.  
 

Essential Functions: 
 

• Serve as the first point of contact for employees, guests, vendors, and callers.
• Greet visitors, manage the reception desk, and maintain a professional, friendly in-office presence during business hours. Ensure all visitors follow our protocols for signing in and signing out of the building.
• Coordinate incoming and outgoing mail, packages, and deliveries; distribute items promptly.
• Manage a shared email inbox, directing messages to the appropriate internal departments and liaising with external parties as needed.
• Maintain a clean, organized, and well-stocked office - including conference rooms, common areas, and the office kitchen.
• Manage office supply inventory and proactively place orders as needed.
• Oversee catering for team lunches, meetings, and events.
• Prepare meeting rooms, ensure technology is functioning, and reset spaces after use.
• Schedule meetings, coordinate calendars, and arrange logistics for executive leaders.  Proactively manage scheduling conflicts and communicate with all parties when meetings need to be adjusted or canceled to minimize disruption to the business. 
• Prepare and polish presentation decks and meeting materials for executives.
• Assist with document formatting, filing, shredding, correspondence, and other administrative tasks.
• Plan and execute office events, including celebrations, team gatherings, and special recognition moments.
• Draft and send office-wide communications about closures, events, and announcements.
• Support new hire onboarding by preparing workspace setups and welcome materials, updating new hire data in our systems, and scheduling onboarding training sessions.
• Support special projects as needed.
• Other duties as assigned 
   

Qualifications: 
 

• Bachelor's degree in Business, Communication, or a related field preferred
• 1-3 years of office administration, office management, reception, or similar experience, including internships.
• Demonstrates a go-getter mindset with entrepreneurial experience or initiative.
• Strong written and verbal communication skills, including a polished and professional presence.
• Excellent interpersonal and relationship management abilities.
• A proactive, self-motivated mindset with a strong desire to continuously learn and grow.
• High attention to detail, excellent follow-through, and a service-oriented mindset.
• Excellent time management and punctuality. 
• Strong organizational skills with the ability to multitask and prioritize in a fast-paced environment.
• Ability to work independently and take initiative, anticipating needs and solving problems before they arise.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Comfortable with digital collaboration tools (e.g., Teams, SharePoint,OneDrive, Zoom).
• Comfortable with technology generally, including using common office hardware (printers, scanners, etc.).
• Reliability, discretion, and sound judgment when handling confidential information.
• Comfortable working onsite and supporting an in-person office environment.
• A can-do attitude and commitment to creating a positive employee and visitor experience. 

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