Office Manager

About the Role:

You are the operational backbone of your office. Your job is to make sure the space runs seamlessly, every person who walks in feels taken care of, and nothing falls through the cracks. You are the first and last line of defense for the physical space, the employee experience, and day-to-day operations.

This role supports various organizational functions and may assist with projects spanning People Ops, IT, Finance, Real Estate, Design, and beyond as needed. You will report to and partner closely with the People team.

Every Office Manager at Flow is expected to be on-site full-time at their respective location. This is an in-person role.

Responsibilities

Office & Space Management

• Own the physical state of the office at all times - common areas, conference rooms, soft seating, and executive offices should always be clean, properly staged, and guest-ready
• Coordinate all repairs and maintenance (e.g., damaged wallpaper, broken accessories, millwork, furniture) end-to-end - identify, source, schedule, and follow through to completion
• Manage all vendor relationships, including cleaning services, office supplies, plants, and repairs - you own the relationship and the quality of their output
• Manage mail, packages, and deliveries
• Track office expenses, including lunch support, cleaning, supplies, and other recurring costs
• Manage visitor and guest experience
• Maintain and update the office seating chart, tracking team presence, how often people come in, and whether employees are sitting with their teams

New Hire Experience & HR Support

• Own the full new hire arrival experience - desk setup, welcome materials, equipment coordination, and first day communications
• Be the go-to resource for new hires beyond day one - help them acclimate, understand the office, and know how to get what they need
• Partner with HR and IT on onboarding logistics, including I-9 verification, compliance training coordination, and new hire orientation planning
• Serve as a key point of contact for employees and managers on day-to-day office questions

Events & Culture

• Own all office events end-to-end - happy hours, team events, giveback events, and internal gatherings
• Handle all event logistics, including vendor coordination, scheduling, day-of execution, and invoice/billing management
• Champion office culture and create touchpoints that make your location a place people are excited to work from and collaborate in every day

Cross-Functional & Administrative Support

• Support functional leads across People Ops, Finance, IT, Real Estate, and Design on special projects and ad hoc needs
• Provide meeting logistics support, including scheduling, agenda coordination, and materials as needed
• Other various administrative and HR duties as needed

Ideal Background

• 5+ years of experience in office management, workplace experience, or administrative support, running a physical office on-site full-time
• Hands-on ownership of facilities, maintenance, and vendor relationships, with a high bar for keeping spaces polished and guest-ready
• Experience partnering with HR and IT on onboarding, and planning office events and culture initiatives end-to-end
• Comfortable tracking office budgets and supporting cross-functional teams on ad hoc projects
• Proactive and service-minded, with the instinct to anticipate needs before they become problems
• Excellent written and verbal communication skills, with the ability to build strong relationships with employees, leadership, and vendors alike