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Office Manager

Office Manager

Scout Clean EnergyBoulder, CO, US
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Office Manager

The Scout team is growing, and we need an Office Manager to keep our office running smoothly and efficiently for our hardworking team. We expect to grow our team by at least 10% next year, and our Office Operations Manager will help to build community and establish scalable processes for office operations that support our dynamic culture. An ability to scale an office from 150 to 200+ people over a two- to three-year period is imperative for success in this role.

This role requires a high attention to detail and strong proficiency utilizing technology, including the Microsoft 365 suite. Core elements of the Office Manager position include maintaining a clean and safe office environment, managing office operations-related vendors, onboarding new Scouts with their IT equipment, supporting office events, and completing a variety of administrative tasks. As the Office Manager, you will lead and take full ownership of the office environment, independently developing recommendations and solutions based on data, best practices, and proactive research.

Attention to detail, initiative, tech savviness and an ownership mentality are key factors for success in this role. As the Office Manager, you will work efficiently and collaboratively across every department at Scout to ensure the office runs efficiently and compliantly. Your customer service mentality, combined with your high capacity for work and efficient approach to managing your day, will enable you to fulfill the wide range of duties included in this position.

Responsibilities

Scout strives to foster a sense of community in our growing workplace. The heart of your job is supporting the integration of companywide goals and values in our Boulder office operations.

Office Management (~50% of time)

  • Oversee office supply management, including the organization, inventorying, ordering, and restocking of supplies.
  • Maintain cleanliness in the community areas and conference rooms including but not limited to :
  • Unload dishwasher
  • Clean refrigerators
  • Stock beverages, paper goods, stockroom supplies, and restrooms
  • Tidy and stock conference rooms
  • Serve as the designated point of contact for our landlord.
  • Coordinate large maintenance / repair tasks with appropriate partners and self-perform simple maintenance tasks (e.g., replacing batteries in soap dispenser, maintaining office decor, managing IT cables in conference rooms).
  • Greet guests and vendors upon arrival at the office.
  • Oversee office furnishing updates, including individual office updates as needed.

Administrative Support (~20% of time)

  • Complete regular expense reports for the office credit card (weekly).
  • Identify the need for, establish, and implement processes that allow Scout to scale its office operations.
  • Collect, organize, and distribute office mail.
  • Check and distribute office voicemail.
  • Support in-office and remote team interview scheduling and day-of coordination, including calendaring, coordinating teams' availability, booking travel when needed, greeting candidates and navigating them to scheduled conference rooms.
  • Document office-related procedures so that new hires can effectively integrate into the organization.
  • Implement effective meeting management techniques to use colleagues' time effectively and drive for results (e.g., creating meeting agendas and notes).
  • Order and distribute business cards.
  • Receive incoming packages and prepare outgoing packages for shipping and drop off at delivery provider as needed.
  • Serve as the primary point of contact for safety issues in the corporate office.

    • Community Building and Communication

  • Support planning of project site celebrations, team / department lunches, offsites, and other events.
  • Establish and drive community building and communication efforts across local and remote employees.
  • Leverage communication platforms (e.g. MS Teams) to promote company-wide activities and employee spotlight opportunities.
  • Communicating effectively is central to completion of your daily responsibilities at Scout. You will utilize multiple channels of communication (text, chat, phone, email) to interface with staff.
  • Manage seating assignments within the office, including both Boulder-based staff and visitors.
  • Support the implementation and management of new desk hoteling software.
  • Collaborate with the Executive Assistant to align office activities with leadership, events, and guests.

    • Vendor Management

  • Serve as the primary liaison for a variety of office-related vendors (e.g., janitorial contractor, office maintenance, third-party IT provider).
  • Establish strong relationships based on mutual respect, effective communication, expectations management, and a trust-and-verify mentality.
  • Receive and review vendor invoices, approving payment through our accounting system.
  • Plan, maintain and monitor vendor budgeting.
  • Manage changing of office-related vendors, including requesting bids and presenting comparative costs and benefits.

    • IT Support and Employee Onboarding

  • Welcome and support onboarding new Scouts to the office (e.g., providing an office tour)
  • Order and prepare new hires' computers and other IT equipment; maintain logs of employee IT equipment.
  • Distribute equipment (e.g., computers and monitors) to assigned desks and setup.
  • Coordinate meetings with other members of the onboarding team.

    • Other Duties as Assigned

  • Although this job description is provided as an accurate reflection of the Office position at the time of hire, additional responsibilities and requirements may be associated with the position.
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    Office Manager • Boulder, CO, US