Front of House & Guest Experience: Own the standard of welcome for guests, clients, and traveling employees across all offices; manage sign-in, badges, parking, and building access; keep lobbies and common spaces guest-ready; own pantry stocking, catering, beverage programs, and event setup/breakdown.
Building & Landlord Relationships: Act as primary contact with landlords and property management at each location; track maintenance tickets and escalate to vendors or leadership as needed; coordinate building access, after-hours HVAC, freight elevator, and deliveries; monitor lease compliance; lead emergency preparedness, including evacuation planning, first aid stations, and building security liaison.
Space Management & Seating: Own seating charts and desk occupancy across the office portfolio; manage wayfinding, signage, and office move logistics with IT and facilities vendors; plan and execute space refreshes, reconfigurations, and FF&E procurement; support new office openings, expansions, and closures.
Meeting Rooms & AV Technology: Own the room booking system and usage policy; ensure rooms are AV-ready and resolve scheduling conflicts; partner with IT on AV audits, preventative maintenance, real-time issue triage, new-hire hardware setup, and workplace technology pilots; coordinate logistics for large-format meetings, trainings, and executive offsites.
Vendor & Maintenance Management: Manage vendor relationships spanning janitorial, security, landscaping, pest control, kitchen/pantry, and more; own contracts, renewals, and performance; source vendors competitively, maintain the vendor registry, and process invoices via Zip/Ramp; build and maintain a preventative maintenance program covering assets at every office.
Office Supply, Mail & Onboarding: Own the office supply program, branded collateral inventory, and inbound/outbound mail and courier coordination across sites; partner with People Ops on Day 1 experience, including workstations, welcome kits, badges, parking, and orientation walkthroughs; support employee events and culture programming.
Health, Safety & Compliance: Maintain OSHA, fire code, and ADA compliance at each location; run regular safety inspections and manage first aid/AED supplies and emergency contact postings; ensure floor warden assignments are in place per building protocol.
Mail Services & Address Portfolio (Office & Industrial): Oversee physical and virtual mail collection across all locations; support leasing, renewals, and address changes; maintain the single source of truth for the facility/address portfolio, coordinating updates with Legal, Compliance, Credentialing, and Finance, and flagging licensing or renewal risks early.
Budget & Financial Stewardship: Manage the operating budget for facilities, supplies, vendors, and hospitality across the office portfolio; track actuals against plan monthly; identify cost-saving opportunities, process purchases/invoices via Zip/Ramp, and report variance to the Director of Workplace Operations.
Other duties as assigned.
Who You Are
5+ years of experience in corporate or senior executive-facing support, office management, senior events coordination, or logistics with a significant customer-facing component, in a multi-faceted, fast-paced environment.
Experience leading or supervising administrative, office, or operations staff — including staff at other locations — strongly preferred.
Highly organized and detail-oriented, with strong time management and prioritization skills across competing sites and stakeholders.
Proactive and resourceful with the ability to anticipate needs and solve problems independently.
Clear and professional communicator, both written and verbal, with sound judgment around confidential and executive-level information.
Comfortable working independently and leading cross-functional coordination in a fast-paced environment.
Experience managing vendors, contracts, and an operating budget.
Proficient in Microsoft Office Suite, Google Workspace, and Zoom or similar platforms.
Demonstrates a high level of customer service and strong attention to detail, ensuring both internal and external stakeholders feel valued and well-supported.
Willing and able to travel between OpenLoop office locations as needed.
OUR BENEFITS
In addition, for salaried positions you would also be eligible for
Medical, Dental, and Vision plans
Flexible Spending/Health Savings Accounts
Flexible PTO
401(k) + Company Match
Life Insurance, Pet insurance, and more
OUR COMPANY
We have a relatively flat organizational structure here at OpenLoop. Everyone is encouraged to bring ideas to the table and make things happen. This fits in well with our core values of Autonomy, Competence and Belonging, as we want everyone to feel empowered and supported to do their best work.
Sound like a good fit? We’d love to meet you.
