Senior Office Manager Job at Synergy Interactive in Chicago

Summary

We are seeking an experienced and dynamic Senior Office Manager to lead and optimize daily office operations. This role is pivotal in ensuring organizational efficiency, maintaining compliance with policies, and fostering a professional and positive workplace culture. The ideal candidate is a strong leader with excellent organizational, communication, and problem-solving skills, and has a proven ability to manage complex office operations in fast-paced environments.

Key Responsibilities

Office Operations & Facilities Management

• Oversee all day-to-day office functions, ensuring smooth, efficient, and compliant operations.
• Open and close the office and gym daily (M–F, 8AM–7PM) with flexibility for extended hours when needed.
• Track employee attendance, distribute reports to leadership twice daily, and follow up on absences.
• Maintain office space, cleanliness, and organization through daily walkthroughs.
• Serve as primary contact with building management, vendors, and service providers.
• Coordinate office projects, moves, space planning, and décor updates.
• Address and resolve building maintenance issues promptly.

Vendor, Budget & Inventory Management

• Negotiate and manage vendor and supplier contracts.
• Oversee purchasing, supply inventory, and cost control processes.
• Maintain adequate stock of office supplies, groceries, and beverages.

Reception & Guest Experience

• Greet visitors and manage reception area, ensuring a professional and welcoming environment.
• Handle mail, packages, calls, and office correspondence.
• Support meeting logistics, visitor lunches, and events.

Food, Beverage & Gym Oversight

• Manage daily lunch setup, catering orders, and snack/beverage inventory.
• Coordinate with catering vendors and ensure seamless event support.
• Oversee gym entry logs, supplies, and laundry service to maintain a positive employee experience.

People, Culture & HR Support

• Partner with HR on onboarding, workstation setup, and employee engagement activities.
• Manage calendars for birthdays, anniversaries, and monthly celebrations.
• Act as an escalation point for employee concerns related to office operations.

Executive Support

• Provide administrative support to the CEO, including meal coordination and scheduling.
• Prepare resumes and materials for interviews and leadership meetings.
• Handle confidential information with discretion.

Technology & Process Improvement

• Collaborate with IT to ensure conference room technology is functional.
• Identify and implement process improvements to streamline workflows.
• Manage ad hoc projects, proactively problem-solving and presenting structured solutions.

Leadership & Communication

• Work independently while keeping leadership informed and securing approvals when needed.
• Demonstrate urgency, initiative, and accountability in addressing challenges.

Transportation Requirement

• Reliable personal transportation required for off-site errands, vendor coordination, and office-related travel.

What We’re Looking For

• Adaptable: Thrives in a fast-paced, changing environment with a positive outlook.
• Detail-Oriented: Thorough, precise, and proactive in maintaining standards.
• Problem Solver: Strong critical thinking and analytical skills.
• Strong Communicator: Clear, confident, and professional in written and verbal communication.
• Collaborative: Team player who supports and encourages colleagues.
• Self-Directed: Independent, organized, and reliable with excellent time management.
• Naturally Curious: Seeks to improve processes and enhance office operations.

Qualifications

• 3–5+ years of experience as an Office Manager or in a senior administrative role.
• Strong leadership and cross-functional collaboration skills.
• Advanced proficiency with MS Office Suite, Google Workspace, and office systems.
• Experience with Notion and Slack preferred.
• Excellent communication, organizational, and multitasking abilities.
• Experience with building management and facilities oversight.
• Proven success in a fast-paced environment.
• Professional appearance and demeanor.
• Ability to lift up to 25 lbs when necessary.
• Reliable personal transportation required.