Office Manager

We are seeking a dedicated, organized, and customer service-oriented Office Manager to oversee the efficient day-to-day operation of our office. This role requires a highly proactive individual who can independently manage client needs, office administration, vendors, facilities, billing follow-up, and daily operations while maintaining a professional and welcoming environment.

Responsibilities:

Reception and Client Services

• Welcome tenants, clients and visitors in a professional and friendly manner.
• Answer and route incoming calls, including calls for clients using our reception services.
• Receive, organize and distribute mail and packages, notifying clients promptly.
• Assist with printing, scanning, mailing and other services offered by Jameson Offices.
• Respond to client inquiries, resolve routine concerns and escalate issues when needed.

Workspace and Meeting Rooms

• Manage boardroom bookings and prepare meeting rooms before use.
• Keep reception, meeting rooms and shared areas tidy and presentable.
• Prepare morning coffee and replenish shared supplies.
• Report maintenance concerns and coordinate follow-up with building management or approved contractors.
• Coordinate office setup and furniture arrangements for incoming or relocating tenants.

Tenant and Virtual-Office Administration

• Respond to prospective-client inquiries and conduct office showings.
• Coordinate tenant onboarding, move-ins and move-outs, including keys and access arrangements.
• Prepare agreements using approved templates and maintain accurate client records.
• Support virtual-office clients with mail handling and reception arrangements.
• Refer pricing requests, agreement changes and exceptions to management for approval.

Billing and Office Administration

• Prepare invoices, maintain billing records and follow up on outstanding payments.
• Track boardroom usage and other billable services.
• Order office supplies and monitor inventory.
• Maintain accurate records of client requests and outstanding tasks.
• Create and update office advertisements on approved listing platforms.

Requirements:

• Previous experience in a similar office management, administrative, property management, or customer service role is preferred.
• Strong ownership, initiative, and ability to work independently.
• Excellent organizational and multitasking abilities.
• Strong communication and interpersonal skills.
• Customer service-oriented mindset with the ability to effectively manage a variety of client and tenant needs.
• Strong problem-solving skills and the ability to identify and resolve issues proactively.
• Ability to independently manage client relationships, agreements, billing follow-up, vendors, facilities issues, and day-to-day office operations.
• Proficiency in office software, including Microsoft Office Suite.
• Strong attention to detail and ability to prioritize competing tasks effectively.
• Knowledge of basic office maintenance and facilities practices.
• Ability to manage multiple responsibilities while maintaining a high level of professionalism and service.
• Availability to work on-site during regular office hours, 8:30 a.m. to 5:00 p.m.