Office Manager

Job Description

Company Overview: Gexpro Services is a world-class Supply Chain Services outsource provider, specializing in developing and managing production inventory management programs. Our managed inventory programs are designed to support manufacturing OEM’s with their engineered production material specifications, fulfillment, and quality requirements.

 

Office Manager Benefits: Gexpro Services offers a comprehensive benefits package that includes:

• Competitive compensation plus annual bonus

• Hybrid work schedule

• Medical, dental, vision, life insurance and pet insurance

• Flexible Spending Accounts

• Employee assistance program and Health wellness programs

• 401(k) immediately with a competitive match.

• Several paid holidays and paid time off that includes personal, sick and vacation time.

 

Office Manager Summary:

The Office Manager is responsible for the efficient day-to-day operation of the company headquarters and provides high-quality administrative support that helps create a professional, organized, and welcoming workplace. This role owns office coordination, headquarters expense administration, travel coordination, and expense management while partnering across functions to support meetings, visitors, and employee activities. The position requires sound judgment, discretion, attention to detail, and the ability to manage multiple priorities in a fast-paced setting. A qualified candidate will be able to perform the following tasks:

• Manage the day-to-day operations of the headquarters office, ensuring the workplace is organized, professional, well supplied, and prepared to support employees and visitors.

• Serve as the primary point of contact for headquarters office needs, coordinating with internal partners, building management, service providers, and vendors to resolve issues promptly.

• Coordinate domestic and international travel arrangements, including air, lodging, ground transportation, itineraries, and related changes for the CEO, COO, and other key executives as needed.

• Prepare, review, and submit accurate and timely expense reports; reconcile receipts and resolve discrepancies in accordance with company policies.

• Manage headquarters expenses, including invoice coordination, purchasing documentation, expense coding support, budget tracking, and follow-up with appropriate internal partners and vendors.

• Plan and coordinate on-site leadership, customer, supplier, and employee meetings and events, including room scheduling, catering, technology, materials, visitor logistics, and day-of support.

• Coordinate headquarters visitors and maintain a professional, welcoming experience for internal and external stakeholders.

• Manage office supplies, equipment, common-area readiness, shipping and receiving coordination, and other recurring office services.

• Partner with headquarters teams to support employee engagement activities, office communications, celebrations, and other on-site initiatives.

• Provide administrative and scheduling support for executives or leadership meetings as assigned, building experience in calendar coordination, meeting preparation, and executive communications.

• Track follow-up items, service requests, commitments, and deadlines related to headquarters operations and assigned administrative support.

• Handle sensitive business and personnel information with a high degree of confidentiality and discretion.

• Maintain organized electronic and physical records, including travel documents, expense documentation, vendor records, office invoices, and meeting materials.

• Build effective working relationships across functions and with external partners; identify opportunities to improve office processes and service.

Other duties as assigned.

 

DISCLAIMER: The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job. Please note that management retains the right to assign or reassign duties and responsibilities to this job at any time. The ability to competently perform all the essential duties of the position, with or without reasonable accommodation, demonstrated commitment to effective customer service delivery, integrity, and the ability to work productively as a member of a team or work group are basic requirements of all positions at Gexpro Services.

 

Office Manager Required Knowledge, Skills & Abilities: The Office Manager must possess a high school diploma or equivalent and preferably possess an associate or bachelor’s degree.

Other Knowledge, Skills & Abilities:

• High school diploma or equivalent; associate or bachelor’s degree preferred.

• Three or more years of progressively responsible office administration, office management, or administrative support experience.

• Demonstrated experience coordinating travel, preparing expense reports, reconciling receipts, or administering office expenses.

• Strong experience coordinating meetings, events, office services, vendors, and employee or customer visits.

• Exceptional organizational skills and attention to detail, with the ability to manage competing priorities and meet deadlines.

• Excellent written and verbal communication skills, including the ability to prepare polished, professional materials.

• Sound judgment, professionalism, and demonstrated ability to maintain confidentiality.

• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, and Teams.

• Ability to work independently, take initiative, anticipate office and business needs, and adapt quickly as priorities change.

• Ability to work on site at headquarters and provide schedule flexibility based on business, meeting, travel, and event needs.

 

Gexpro Services is committed to fostering an inclusive, accessible environment that includes both providing reasonable accommodations to individuals with disabilities during the application and hiring process as well as throughout the course of one’s employment. With this in mind, if you encounter difficulty using our online application system due to disability and would like to request reasonable accommodation during the application and selection process, please email hr@gexproservices.com so that we can provide appropriate assistance. “Gexpro Services is an EEO/Disabled/Veterans employer. All qualified candidates will receive consideration for employment without regard to any characteristics protected by law.”