Office Manager

At ANS, we’re not just a consulting engineering firm—we’re a team of trailblazers shaping the future of multi-disciplinary engineering. Recognized as one of the Best Places to Work and Top 10 Hottest Engineering Firms in the US by Zweig Reports and featured in Inc. 5000’s Top 250 for our staggering 1,748% growth, we’re proud of what we’ve built and where we’re headed. We’re allergic to bureaucracy, thrive on innovation, and embrace data-driven decisions. If you love collaboration, creativity, and a fast-paced environment, we might just be your perfect match!   Why You’ll Love Working Here A supportive, dynamic, and innovative team culture Opportunities for growth and career development A chance to make an impact on a rapidly growing organization   About the Role   The Office Manager plays a critical role in delivering an exceptional workplace experience while ensuring the efficient operation of one or more office locations across the United States. This individual serves as a trusted business partner and cultural ambassador, responsible for office operations, facilities management, employee experience, event execution, fleet and equipment oversight, and local administrative support.
The ideal candidate is highly organized, proactive, resourceful, and service-oriented, with effective communication skills and the ability to manage multiple priorities in a fast-paced environment. They foster a welcoming, productive, and engaging workplace while maintaining operational excellence and cost-effective business practices.

KEY RESPONSIBILITIES

Office Operations & Administration:
•    Oversee the day-to-day operations of the office, ensuring a professional, organized, safe, and welcoming environment.
•    Manage office supply inventories, procurement activities, and vendor relationships to ensure cost-effective purchasing and uninterrupted operations.
•    Coordinate maintenance, repairs, and servicing of office equipment, including printers, copiers, kitchen appliances, and other workplace resources.
•    Manage incoming and outgoing mail, packages, shipments, and deliveries.
•    Maintain organized physical and digital filing systems and office records.
•    Conduct routine facility inspections to ensure offices remain functional, presentable, and aligned with company standards.
•    Develop, implement, and continuously improve office policies, procedures, and workflows.
•    Serve as the primary liaison with landlords, building management, vendors, contractors, and service providers.
•    Manage and review leases, service agreements, and vendor contracts, ensuring compliance with company standards and budget expectations.
•    Coordinate visitor management, including welcoming guests and supporting front-office communications.

Workplace Experience & Event Management:
•    Oversee meeting room scheduling and utilization to maximize efficiency and support business needs. 
•    Create opportunities that foster employee engagement, collaboration, and a positive workplace culture. 
•    Plan and coordinate employee experience initiatives, including: 
o    Volunteer activities and community engagement programs
o    Employee appreciation and recognition events
o    Team building and networking opportunities
o    Office celebrations and cultural initiatives
•    Lead the planning and execution of local meetings, workshops, training sessions, symposiums, and leadership visits. 
•    Coordinate and manage company events, including office openings, holiday celebrations, summer gatherings, milestone events, and client-facing functions. 
•    Manage catering, hospitality services, and onsite event logistics.

Team Support & Coordination:
•    Support the onboarding experience for new employees through workstation setup, welcome communications, office orientations, and distribution of onboarding materials.
•    Provide administrative support to local teams and departments as needed.
•    Assist with travel coordination, meeting coordination, and business expense submissions.
•    Partner with People Operations, Marketing, Business Development, and other stakeholders to develop initiatives that enhance employee engagement and organizational effectiveness.
•    Collaborate closely with Information Technology teams to ensure workplace technology, conference room systems, and office infrastructure run effectively.
•    Support offsite meetings, events, reservations, transportation coordination, and other operational needs.

Field Equipment & Fleet Management:
•    Maintain accountability for all company-owned vehicles and field equipment.
•    Manage reservation, check-in, and check-out processes through EZOffice or designated asset management systems.
•    Conduct inspections of vehicles and equipment to ensure operational readiness, safety, and compliance.
•    Coordinate preventative maintenance, repairs, recalls, registrations, and servicing for company vehicles.
•    Maintain accurate records and documentation for all company-owned assets.
•    Procure and keep inventory levels of essential field supplies and materials.
•    Coordinate shipment and distribution of field equipment to support operational teams as needed.

Financial & Resource Management:
•    Track, reconcile, and report local office expenses following company policies.
•    Review and approve invoices, ensuring accurate coding and timely submission to accounting.
•    Support development and management of annual office budgets.
•    Monitor spending trends and identify cost-saving opportunities while keeping service quality.
•    Assist with resource planning and operational forecasting when applicable.

Health & Safety:
•    Ensure compliance with applicable workplace health and safety policies and regulations.
•    Maintain first aid supplies and emergency preparedness resources.
•    Coordinate required inspections, certifications, and safety-related vendor services.
•    Support emergency response planning and workplace readiness initiatives.
•    Promote a culture of safety and operational compliance.

Projects:
•    Lead office-related projects, including workspace improvements, office moves, renovations, and workplace initiatives.
•    Support broader Operations projects and cross-functional initiatives as assigned.
•    Identify opportunities to improve workplace processes, employee experience, and operational efficiency.

Skills

• Exceptional organizational, planning, and time-management skills.
• Strong attention to detail and commitment to high-quality execution.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint.
• Ability to balance multiple priorities while meeting deadlines in a dynamic environment.
• Strong problem-solving skills and a proactive, solutions-oriented mindset.
• Ability to work independently and collaboratively across all levels of the organization.
• Professional judgment and discretion when handling confidential information.
• Strong customer service mindset with the ability to build positive relationships and deliver outstanding employee experience.
• Experience managing vendors, facilities, workplace services, and operational budgets.
• Demonstrated event planning and project management experience.
• Familiarity with onboarding processes and general HR practices.
• Experience with asset management, CRM, project management, or workplace technology platforms is preferred.

Education & Experience:

•    Minimum of 3 years of experience in Office Management, Facilities Management, Hospitality Management, Workplace Experience, or a related operational role.
•    High school diploma or equivalent required.
•    Associate's or Bachelor's degree in Business Administration, Hospitality Management, Operations, or a related field preferred.

If you are ready to join a rapidly growing organization with a supportive team culture, ANS is the place for you!