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Senior Office Manager

Senior Office Manager

Synergy InteractiveChicago, IL, US
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Job Description

About the job

Summary :

We are seeking an experienced and dynamic Senior Office Manager to lead, optimize, and execute the daily operations of our office. This role is critical in ensuring organizational efficiency, compliance with policies, and the cultivation of a professional, productive, and positive workplace culture. The ideal candidate will be a proven leader with strong business acumen, advanced organizational skills, and exceptional communication abilities, with a track record of successfully managing office operations at scale in fast-paced environments.

Key Responsibilities :

Operational Leadership & Office Management

  • Direct, coordinate, and oversee all office functions, ensuring seamless day-to-day operations.
  • Open and close the office and gym daily (M–F, 8AM–7PM) with flexibility for later hours as needed.
  • Maintain daily attendance trackers, sending reports to key leadership at 9 : 30AM and 12 : 00PM CST; follow up with absent employees as necessary.
  • Establish, implement, and enforce office policies, standards, and procedures to improve efficiency.
  • Manage office space planning, facility requirements, and maintenance, ensuring compliance with health, safety, and environmental regulations.
  • Conduct daily walkthroughs to maintain cleanliness and organization, and serve as primary liaison with building management, vendors, and service providers.
  • Oversee office-related projects, ensuring timely and efficient execution.
  • Manage all building maintenance issues, ensuring they are resolved promptly and effectively in coordination with building management and service providers.
  • Facilitate office moves, reorganization of office space, and coordination of artwork or décor arrangements to maintain a professional and welcoming environment.

Financial & Vendor Management

  • Negotiate and oversee contracts with vendors, suppliers, and service providers.
  • Monitor purchasing and inventory controls to ensure cost-effectiveness and compliance.
  • Maintain office supply inventory, proactively ordering and overstocking key items as needed.

    • Reception, Mail & Visitor Experience

  • Greet visitors professionally, maintain an organized reception area, and ensure guest sign-in compliance.
  • Answer and direct calls, manage office correspondence, and coordinate mail, packages, and deliveries.
  • Oversee logistics for meetings, visitor lunches, and events, ensuring a professional and welcoming experience.

    • Food, Beverage & Gym Support

  • Order and restock groceries weekly, maintaining snack and beverage inventory.
  • Set up daily employee lunches and act as the primary contact for Picnic and other catering vendors.
  • Arrange catering and logistics for visitor lunches, meetings, and events.
  • Manage gym entry logs, supplies, and weekly towel laundry service to ensure a positive employee experience.

    • People & Culture

  • Partner with HR on new hire onboarding, workstation setup, alarm code access, and employee engagement initiatives.
  • Manage employee birthday / anniversary calendars and ensure monthly celebrations are planned with appropriate refreshments.
  • Act as a point of escalation for employee concerns related to office operations.

    • Executive & Administration Support

  • Provide high-level administrative support to the CEO, including daily meal coordination and scheduling needs.
  • Safeguard confidential and sensitive information with discretion and professionalism.
  • Ensure CEO has resume and other related materials for all on-site interviews and meetings.

    • Technology, Process Improvement & Problem-Solving

  • If teams require technology in conference rooms, liaise with IT to ensure smooth operations.
  • Identify, recommend, and implement process improvements to streamline workflows and increase efficiency.
  • Handle ad hoc projects with minimal oversight, problem-solving proactively, and presenting structured solutions to leadership.

    • Leadership Communication & Initiative

  • Work independently while keeping leadership informed and securing necessary approvals.
  • Demonstrate urgency and initiative in addressing challenges, ensuring high-quality outcomes.

    • Transportation Requirement

  • Must have reliable personal transportation for off-site errands, vendor coordination, and office-related travel.

    • We Are Looking For People Who Are

  • Adaptable : Friendly, flexible, and positive, thriving in a fast-paced environment and adjusting plans when needed.
  • Naturally Curious : Proactively curious with strong initiative to enhance and improve office support services.
  • Detail-Oriented : Careful, thorough, and meticulous, with the ability to follow instructions precisely and develop effective plans of action.
  • Problem Solver : Able to resolve issues with critical thinking and analytical skills, approaching challenges from multiple perspectives.
  • Great Communicator : Confident, down-to-earth, and trustworthy with exceptional verbal and written communication and strong interpersonal skills.
  • Collaborative : A team player who encourages, supports, and shares knowledge with colleagues across the organization.
  • Self-Directed : Independent and accountable, with excellent time management and organizational skills to meet deadlines effectively.

    • Required Qualifications

  • Minimum of 3–5 years of proven experience as an Office Manager or in a senior administrative role a MUST.
  • Strong leadership skills with cross-functional initiatives.
  • Advanced proficiency with office systems, technology, and productivity tools (MS Office Suite, Google Workspace, or equivalent).
  • Experience with Notion and Slack a plus.
  • Excellent written and verbal communication skills.
  • Strong organizational and multitasking abilities.
  • Strong analytical and problem-solving abilities, with keen attention to detail.
  • Experience with building maintenance and working with building management.
  • Proven success in a fast-paced environment.
  • Professional appearance and demeanor.
  • Ability to lift approximately 25 lbs when necessary.
  • Reliable transportation is required.

    • What We Offer :

  • Competitive salary and performance bonuses
  • Health, dental, and vision insurance

    • Comprehensive paid time off and recognized company holidays

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