Torchora
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Key Responsibilities and Required Skills for Assistant Office Manager

💰 $45,000 - $65,000

AdministrationOperationsHuman Resources

🎯 Role Definition

The Assistant Office Manager supports day-to-day office operations and plays a pivotal role in maintaining an efficient, professional workplace. This position combines administrative coordination, vendor and facilities management, basic finance and bookkeeping tasks, HR support (onboarding, records, benefits coordination), and hands-on project coordination to ensure the office runs smoothly. The Assistant Office Manager acts as a key point of contact for internal teams, external vendors, and clients while implementing process improvements and maintaining compliance with company policies.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Receptionist / Front Desk Coordinator
  • Office Coordinator / Office Administrator

Advancement To:

  • Office Manager
  • Operations Manager
  • Facilities Manager
  • HR Generalist or HR Manager (with HR focus)
  • Assistant Operations Manager / Program Coordinator

Lateral Moves:

  • Executive Assistant
  • Project Coordinator
  • Accounts Payable/Receivable Specialist
  • Customer Success or Client Services Coordinator

Core Responsibilities

Primary Functions

  • Manage day-to-day office operations including reception coverage, mail and shipping coordination, office supply procurement and inventory control to maintain uninterrupted office functionality and cost-efficiency.
  • Supervise and coordinate with building management, janitorial, security, and MEP (mechanical, electrical, plumbing) vendors to ensure timely response to facility requests, preventative maintenance and quick resolution to service disruptions.
  • Administer office budgets by tracking expenses, processing invoices, assisting with accounts payable/receivable tasks, reconciling petty cash, and preparing monthly office expense reports for the Office Manager or finance team.
  • Support HR-related administration: coordinate new-hire onboarding, prepare orientation materials, maintain personnel files (electronic and paper), manage benefits enrollment paperwork, and coordinate offboarding checklists.
  • Oversee meeting and event logistics including scheduling conference rooms, arranging A/V equipment, catering, travel arrangements, and materials for internal and external meetings, training sessions, and company events.
  • Maintain shared calendars and schedule complex multi-party meetings for leadership and teams; coordinate travel itineraries, lodging, and expense report submission for staff and visitors.
  • Serve as a point of contact for employees’ workplace needs (IT tickets, badge/access requests, ergonomic accommodations) and escalate issues to the correct internal or external service provider.
  • Implement and enforce office policies and procedures — including security, safety, confidentiality and emergency protocols — and conduct periodic audits to confirm compliance.
  • Manage inventory systems and procurement processes for office equipment, technology refreshes, kitchen and breakroom supplies, ensuring vendor contracts and service-level agreements are current and cost-effective.
  • Prepare and maintain operational documentation, standard operating procedures (SOPs), office maps, seating plans, and an up-to-date vendor and emergency contact list for continuity and onboarding.
  • Support basic bookkeeping functions using QuickBooks, NetSuite, or other ERP systems: code invoices, prepare purchase orders, upload receipts, and assist with month-end closing tasks in coordination with finance.
  • Create and distribute internal communications such as office announcements, policy updates, and building notices to ensure staff are informed and engaged.
  • Conduct routine facility inspections and coordinate repairs, safety drills and ADA-compliant accommodations; document actions and follow up until completion to minimize business disruption.
  • Coordinate onboarding logistics for contractors and temporary staff, ensuring proper access, workspace setup, equipment provisioning, and compliance with contractor policies.
  • Maintain and update office databases and systems (CRM, SharePoint, Google Workspace or Microsoft 365) to ensure records are accurate, searchable and secure.
  • Provide receptionist backup and high-quality front-of-house service including greeting visitors, managing package deliveries, and ensuring conference rooms are prepared and sanitized.
  • Assist with simple HR metrics and reporting—headcount tracking, badge/access logs, desk utilization, and space planning reports—to support operational decision making.
  • Support procurement and vendor selection by obtaining quotes, comparing proposals, managing purchase orders and maintaining vendor relationships to secure favorable terms and service levels.
  • Drive continuous improvement initiatives to streamline office workflows, reduce overhead, and improve employee experience by analyzing existing processes and recommending pragmatic changes.
  • Coordinate office moves, relocations and reconfigurations by developing timelines, communicating with stakeholders, arranging movers, and handling logistics to minimize downtime.
  • Handle confidential and sensitive information with discretion, ensuring GDPR/CCPA/other applicable privacy policy compliance and secure document handling.
  • Prepare monthly status reports and key performance indicators (KPIs) for office operations, including expense trends, vendor performance, supply usage rates, and open facilities tickets.
  • Provide administrative support to leadership and cross-functional teams—drafting correspondence, preparing presentations, taking meeting minutes, and coordinating project follow-ups.
  • Manage contract renewals and insurance documentation for vendors and facility services; prepare documentation for renewals and support negotiations with legal or procurement teams.

Secondary Functions

  • Assist with basic data collection and ad-hoc reporting to support operations and HR decisions, including compiling attendance, utilization and expense data for analysis.
  • Coordinate cross-functional initiatives with IT, HR, Finance and Facilities to implement office technology rollouts, new policies or process improvements.
  • Train junior administrative staff and temporary employees on office procedures, systems and service standards to maintain consistent operational quality.
  • Support executive-level calendar coordination and logistics for external visitors including security briefings, escorts and hospitality arrangements.
  • Participate in workplace health and safety committees and contribute to the development of emergency response plans, OSHA compliance checklists and incident documentation.
  • Manage archival and records retention processes and support legal or audit requests by retrieving and organizing required documentation.
  • Act as a liaison for local community engagement activities, corporate philanthropy events and supplier diversity programs related to the office environment.
  • Coordinate periodic vendor performance reviews and provide actionable feedback to procurement or management teams to optimize service delivery.
  • Conduct periodic market comparisons for office supplies, equipment and services and recommend cost-saving opportunities or vendor consolidation strategies.
  • Support sustainability initiatives within the office (recycling, energy savings, supplier sustainability requirements) and report on progress to leadership.

Required Skills & Competencies

Hard Skills (Technical)

  • Office administration and operations management with demonstrated experience managing suppliers, vendor contracts, and facilities logistics.
  • Proficient in Microsoft 365 (Outlook, Excel, Word, Teams), Google Workspace, and calendar management for multi-user environments.
  • Basic accounting and bookkeeping skills: processing invoices, coding expenses, managing petty cash, and reconciling monthly office expenses (experience with QuickBooks, NetSuite, SAP or similar is a plus).
  • Experience with HRIS or ATS systems for onboarding and personnel record management (Workday, BambooHR, ADP or equivalent).
  • Familiarity with procurement workflows and purchase order systems; ability to obtain bids, evaluate vendors and create POs.
  • Competent with CRM or document management systems (Salesforce, SharePoint, Confluence) to maintain operational records and internal documentation.
  • Experience coordinating travel, event logistics and AV requirements, including vendor liaison and cost control.
  • Ability to generate operational reports and basic data analysis: pivot tables, VLOOKUP, charts, and succinct executive summaries for leadership.
  • Knowledge of health & safety, emergency preparedness and basic regulatory compliance applicable to office facilities.
  • Comfortable using ticketing systems (Zendesk, ServiceNow) to track IT and facilities requests and maintain SLAs.

Soft Skills

  • Strong interpersonal communication skills with the ability to interact professionally with staff, leadership, vendors and external guests.
  • Exceptional organizational skills and attention to detail; able to manage multiple competing priorities and deliverables with tight deadlines.
  • Problem-solving mindset with a bias for action and the ability to escalate appropriately when necessary.
  • High degree of discretion and confidentiality when handling sensitive HR, financial or legal information.
  • Customer-service orientation: proactive, service-minded and committed to delivering a positive workplace experience.
  • Collaboration and stakeholder management: able to work cross-functionally and influence without direct authority.
  • Adaptability and resilience in a dynamic office environment and during rapid change or office incidents.
  • Time management and prioritization skills; able to balance recurring operational tasks with project-based work.
  • Initiative and continuous improvement focus; identifies inefficiencies and drives practical process enhancements.
  • Coaching and training ability to onboard and mentor administrative staff and temporary resources.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED

Preferred Education:

  • Associate's or Bachelor's degree in Business Administration, Management, Human Resources, Facilities Management, or related field

Relevant Fields of Study:

  • Business Administration
  • Human Resources Management
  • Operations Management
  • Facility Management
  • Finance / Accounting fundamentals

Experience Requirements

Typical Experience Range:

  • 2 to 5 years of progressively responsible office administration, facilities coordination, or operations support experience

Preferred:

  • 3+ years supporting a mid-size to large office environment or corporate HQ with direct experience in vendor management, basic bookkeeping, HR onboarding, and facilities coordination
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