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Next Insurance
Next Insurance

Office Manager

Job summary
Permanent contract
Palo Alto
No remote work
Salary: $70K to 95K
Experience: > 1 year
Skills & expertise
Attention to detail
Confidentiality
Communication skills
Adaptability
Inventory management
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Next Insurance
Next Insurance

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Questions and answers about the job

The position

Job description

  • Oversee and manage daily office operations to ensure efficiency, happiness, and productivity
  • Acting as the face of the office and the point of contact with building management, internal employees & cross-functional partners
  • Coordinate administrative activities, including managing vendor schedules, company meetings, onsite offsites, greeting and touring visitors/candidates, etc
  • Exhibit supreme attention to detail to provide a sparkling workspace that’s inviting and clean
  • Ensuring the office environment is on-brand and reflects the values of NEXT
  • Coordinate and execute engaging events like company milestones, weekly brunches, holiday parties, and surprise & delight moments
  • Maintain office supplies inventory and ensure proper stocking levels
  • Handle incoming and outgoing correspondence, including emails, Slacks, tickets, and occasional phone calls
  • Sorting, routing mail to the proper department; sometimes scanning important claims or financial related materials
  • Manage office budgets and expenses
  • Assist in People-related tasks such as tours, hosting visitors/candidates, and setting the tone to provide an uplifting office experience
  • Implement and maintain office policies and procedures to uphold organizational standards
  • Coordinate office maintenance and repairs, liaising with vendors and service providers
  • Assist in special projects as needed
  • Overseeing office moves, reshuffles, furniture placement, and upgrades to the built environment
  • Prep space as needed for specific meeting types (e.g. onsites, trainings, all-hands, partner meetings, events, etc.)

Preferred experience

  • Flexibility to adapt to changing priorities and deadlines
  • Ability to maintain confidentiality and handle sensitive information with discretion
  • Proficiency in Google Suite, Slack, and ticketing systems
  • Excellent organizational and multitasking skills with strong attention to detail
  • Minimum 2 years experience as an office admin and/or manager or similar administrative role
  • Associates or Bachelor’s degree in hospitality, human resources, facilities, or related fields preferred
  • Ability to work independently and collaboratively in a fast-paced environment
  • Able to interface with executive leadership and be the face of the office
  • Problem-solving skills with a proactive and resourceful approach
  • Motivated with a passion for organization and administration
  • Strong communication and interpersonal skills
  • Able to be onsite 5 days a week during core business hours
  • Familiarity with People processes and basic accounting principles
  • Space planning, workplace/facilities certification

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