Office Manager

Dallas

Position Description

We are looking for an Office Manager to run our newly opened Dallas office on a day-to-day basis, be an active member of the Business Operations Team, and be responsible for all office events and logistics. The role requires someone who is hands on, a strong communicator, and well organized.

We are looking for someone who can create and maintain a sophisticated, stylish look and feel to the office, consistent with that of our clients and the local culture. This individual will align with our brand in how they present themselves and the office and will be able to engage socially with visitors and guests as a peer.

This role will oversee all aspects of office administration for our Dallas office, including but not limited to approving supply orders, managing travel for the team, and processing invoice payments for third party service providers. In addition, this person will help to support our Dallas team members. As a fast-growing, 350+ person company, we seek someone who is motivated, a self-starter, adaptable and comfortable working on a small team in an extremely fast-paced, ever-changing entrepreneurial environment. Key responsibilities include:

General Office Management

  • Oversee day-to-day office operations including answering the main phone line, scheduling meetings, greeting guests, and coordinating all incoming/outgoing shipping and mail
  • Prepare the office and logistics for external and internal meetings. This includes managing catering, and preparing any audio-visual needs
  • Ensure the office is well-maintained by managing supplies, ordering office equipment, coordinating repairs and maintaining a clean and organized workspace.
  • Acting as a liaison between other offices, communicating company policies, coordinating internal and external communication
  • Assist team members with administrative tasks, such as booking conference rooms and binding documents for meetings with clients, prospective clients and other external individuals
  • Proactively maintain office snacks and provisions, understanding team preferences and aligning ordering with office budgets
  • Oversee deliveries, building service requests and building management. Work with the building management team to resolve any office related issues (e.g., ensure items are repaired or light bulbs are replaced) and coordinate employee and guest access.
  • Manage Dallas vendor relationships and contracts. Coordinate with our IT vendors to manage onsite IT support and day to day issues
  • Assist in the planning and execution of events and special, ad hoc projects, and catering
  • Track and record invoices, and ensure the bills are paid within deadlines. Maintain the formal budget for the Texas office including people expenses, travel expenses, marketing expenses, social expenses, etc.
  • Support office growth by coordinating with the People Team with booking and coordinating logistics for interviews, preparation for new team members such as coordinating IT equipment and training schedules, welcoming all new hires and familiarizing them with the office.
  • Lead ad hoc office projects, such as coordinating office moves and/or office re-organization.

Administrative Support  

  • Provide general administrative support, including, but not limited to: managing complex calendars, booking conference rooms for internal and external meetings both in person and virtual, setting up conference calls and video conference meetings, etc.
  • Prioritize Outlook calendar management, proactively inform of meeting changes and ensure senior team members stay on schedule throughout the day
  • Coordinate all aspects of domestic/international travel (air, ground, and lodging) and meetings (e.g., meeting rooms, transit etc.) and ensure senior team members are prepared for meetings (e.g., have the necessary materials)
  • Manage payment and tracking of meeting and itinerary changes
  • Track business expenses and prepare expense reports
  • Organize logistics for travel and meetings (e.g., conference registrations, meeting rooms, cabs, transportation, etc.) and ensure senior team members are prepared for meetings (e.g., have the necessary materials)
  • Utilize effective judgement in handling mail, email, correspondence, confidential material and requests
  • Escalate important and urgent items for appropriate action as needed
  • Register for conferences and networking events in a timely manner
  • Handle incoming calls, taking and passing on messages in a timely manner, dealing with calls where appropriate and ensuring urgent calls are dealt with urgently
  • Assist in the planning and execution of events and special, ad hoc projects, and catering
  • Help with formatting and design of documents and presentations using PowerPoint, Excel and Word  

Key responsibilities will be regularly assessed and are subject to change from time to time based on the needs of the business. The individual may be required to work overtime as needed.

Additional responsibilities include:

  • Responsible for ensuring all information security processes, policies and procedures are adhered to and any issues or concerns are raised with the Cyber Security team
  • Ensure full compliance with all local data protection regulations and privacy controls, and any related issues are raised via the appropriate channels

Qualifications / Attributes

  • High degree of professionalism and interpersonal skills
  • Very strong organizational and administrative skills in a fast-paced environment. Ability to manage multiple tasks at once
  • 5+ years of relevant office management/business operations experience
  • Ability to deal with senior leaders across the firm
  • Provide white glove service for internal and external stakeholders
  • Sound judgement with understanding of when and how to escalate issues
  • Excellent attention to detail. Comfortable working with databases and entering data with a high degree of accuracy
  • High proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)
  • Bachelor’s Degree. Relevant experience is preferred but not required.

Benefits

Partners Capital is committed to being a great place to work. We are focused both on wellbeing and professional growth. You can expect professional development and career progression opportunities, competitive compensation, exceptional benefits, and a flexible “results-focused” working model. Our benefits package includes medical, dental, and vision insurance, short and long-term disability insurance, life insurance, flexible spending accounts, commuter benefits, paid time off and a 401(k) plan with employer matching. The Firm also supports global philanthropy via a charity program and volunteer day. In addition, we champion a variety of wellness and social events.

Contact Details

Please send your CV to NorthAmericaRecruiting@partners-cap.com with the subject: Dallas Office Manager. Further information about Partners Capital is available on our website www.partners-cap.com.

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