Office and Operations Manager

Position Overview

We are seeking an energetic, friendly and experienced Office and Operations Manager to assist with our growing operations. Based in Westfield’s “The Village” in Woodland Hills, CA, this role will work hand-in-hand with company management in overseeing the daily operations of a boutique executive office suite and café.  We are looking for someone who is ready to roll up their sleeves and get to work without a lot supervision and hands-on management.

The ideal candidate should have previous experience managing an office or coworking office. Flexibility, accuracy, prioritizing, and multi-tasking are essential.  The ideal candidate is able approach every situation with the goal of providing world-class customer service, placing customer needs, requests and follow-up as a number one priority.

Purpose of the Position

The Office and Operations Manager is responsible for organizing and coordinating office operations and procedures in order to ensure organizational effectiveness and efficiency.  The Office Manager reports to the CEO and is responsible for managing a staff of 3 people.

Responsibilities

Maintain office services and customer experience

  • Manage and create an organized, welcoming and creative office work environment
  • Provide our customers and community with outstanding support
  • Troubleshoot customer issues and find quick and sustainable solutions
  • Design and implement office policies and procedures
  • Establish standards and organize office operations
  • Supervise office staff
  • Review office services contracts for cost-efficiency
  • Control correspondences
  • Create supply requisitions and get approval from CEO
  • Liaise with other agencies, organizations and groups as needed
  • Maintain office equipment

Support to management and staff

  • Interviews and assists in making hiring decisions
  • Manage office schedule and ensure appropriately staffed
  • Organize events
  • Manage Café operations 

Maintain office efficiency, safety and basic IT support

  • Maintain and organize the office, keeping a safe and clean work environment
  • Assisting with reviewing and negotiating vendor and partner terms to ensure The Suites is getting the most favorable rates and terms, make recommendations on cost-cutting measures where applicable
  • Analyze office efficiency and expenditures to improve cost-saving
  • Maintain and replenish office and Café supplies
  • Anticipate needed supplies
  • Order and verify receipt of supplies

Perform other related duties as required.

Knowledge, Skills and Abilities

Preferred Experience

  • Minimum 3 years’ experience working in office management

Knowledge

  • Knowledge of office administration
  • Ability to maintain a high level of accuracy in preparing and entering information
  • Office management including some administrative duties
  • Assistance in events/event planning, etc.
  • Proficient with MS Office, and the usual arsenal of software

Skills

  • Excellent interpersonal skills
  • Team building skills and leadership
  • Analytical and problem solving skills
  • Decision making skills
  • Effective verbal and listening communications skills
  • Attention to detail and high level of accuracy
  • Highly organized and detailed-oriented
  • Effective written communications skills
  • Time management skills