Office Manager at Stout

At Stout, we're dedicated to exceeding expectations in all we do - we call it Relentless Excellence . Both our client service and culture are second to none, stemming from our firmwide embrace of our core values: Positive and Team-Oriented, Accountable, Committed, Relationship-Focused, Super-Responsive, and being Great communicators. Sound like a place you can grow and succeed? Read on to learn more about an exciting opportunity to join our team.Impact You'll Make:This individual ("Office Manager") will manage the front office and reception facing portion of the New York office, general day-to-day flow of office operations and office engagement. They will be responsible for the organization, maintenance, and cleanliness of the entire office space. Additionally, they will oversee the coordination of the local administrative team, and assist the operations group with special projects (office move, event planning, employee training/on-boarding, philanthropic activities, manage building requests, and other administrative/planning requests as needed.) The ability to come in as early as 7:30 a.m. or stay as late as 6:00 p.m. when necessary is required. Assistance at off-site events in New York will be required with exceptions possible.What You'll Do: Supervise the receptionist and reception areaOversee coordination of local admin staff and provide guidance and direction to local admin staffWork closely with the facilities team and assist with office renovations, build-outs, moves, IT fixes and changes, decommissioning, and communicationLiaison with building management on facilities requests and building communicationServe as an ambassador for engagement of personnel encouraging attendance in the office and at Stout events.Manage operations credit card and submit weekly expensesWork closely with Regional Office Leader on event planning: Lead/Participate in office Colleague Connection Committee (CCC) and organize office events; i.e. holiday parties, summer events, volunteer day, monthly happy hours and other gatheringsMaintain Budget for Office Related PurchasesOrganize quarterly staff meetings; secure meeting room, coordinate setup and teardownHandle new employee onboarding processOrder business cards, key cards, set up FedEx login, etc.Perform admin handbook training for new hiresFacilitate employee headshot photosAssist Human Resources with various training in Chicago as well as dinners and group eventsAssist with firm and office-wide initiativesSupervise records management process (manage records to/from off-site storage)Manage local office information on SharePointAssist with HubSpot (data management)Maintain Supply Rooms/Kitchens/Snack Stations stocked and organizedKeep inventory of office supplies needed, order and put awayKeep inventory of kitchen supplies needed, order and put awayKeep inventory of Snack Station, order and set out weekly - Maintain snack budgetWork with vendors on new pricing and opportunitiesProcess FedEx requests when neededKeep inventory of FedEx supplies needed, order and put awayMaintain organization/cleanliness of entire office spacePerform weekly walkthroughs to keep the office clean and organizedStock designated printer with paper and act as a backupOrder RICOH copier toner and keep stockedCoordinate messenger delivery as neededArrange First Aid/CPR/AED trainingKeep inventory of tabs/binding supplies needed for report production, order and put awayAnswer door for deliveries and distribute packagesManage GBC equipment maintenance requestsPhone coverage backup for reception as neededComplete report production as neededAct as backup for other departments and officesAssist with other administrative requests including travel arrangements, copy jobs, scan jobs, reports, etc.What You'll Bring:Project management experience and skills necessaryAbility to be flexible and adapt to changing situationsAbility to work in a fast-paced environment necessaryPositive attitudeAbility to stay calm and collected under pressureStrong organizational skills necessaryIntermediate proficiency in Microsoft Office Suite (Word, Excel, Outlook)Strong grammar and writing skillsAbility to multi-task and prioritizeWork product that reflects a high degree of accuracyDetail orientedAbility to interact professionally with clients and employeesMust present a professional appearanceReliableTeam playerExperience with a multi-line phone systemAbility to lift up to 50 lbs.Education and/or Training: 4-year degree in a related field preferred (business, communication, marketing)Minimum 6 years relevant experience necessary (project management/office management)Experience working within a professional services firm a plusExperience working within a law firm a plusMust be qualified to work in the U.S. without employer sponsorshipHow You'll Thrive:In this dynamic role, you'll have the opportunity to showcase your leadership, organizational, and problem-solving skills while making a meaningful impact on your team and office environment.Salary RangeA reasonable estimate of the current range is $80,000 - $100,000 annually. This role is also anticipated to be eligible to participate in an annual bonus plan. Available benefits are based on eligibility. Our Total Rewards package includes a variety of options, including medical and dental plans, vision coverage, disability and life insurance, 401(k) plans, and access to other wellness-focused benefits. Depending on employment category, Stout offers Personal Time Off per calendar year based on standard work hours and years of service or Discretionary Time Off. Additionally, each year the firm publishes a calendar of holidays to be observed during the year. Information about benefits can be found here - https://www.stout.com/en/careers/benefits.Applications are reviewed on a rolling basis, with no set closing date. Recruitment will continue until the position is filled. Stout encourages qualified candidates to apply promptly to any role(s) that interest them to ensure full consideration.Why Stout?At Stout, we offer a comprehensive Total Rewards program with competitive compensation, benefits, and wellness options tailored to support employees at every stage of life.We foster a culture of inclusion and respect, embracing diverse perspectives and experiences to drive innovation and success. Our leadership is committed to inclusion and belonging across the organization and in the communities we serve.We invest in professional growth through ongoing training, mentorship, employee resource groups, and clear performance feedback, ensuring our employees are supported in achieving their career goals.Stout provides flexible work schedules and a discretionary time off policy to promote work-life balance and help employees lead fulfilling lives.Learn more about our benefits and commitment to your success.https://www.stout.com/en/careers/benefitsThe specific statements shown in each section of this description are not intended to be all-inclusive. They represent typical elements and criteria necessary to successfully perform the job.Stout is an Equal Employment Opportunity.All qualified applicants will receive consideration for employment on the basis of valid job requirements, qualifications and merit without regard to race, color, religion, sex, national origin, disability, age, protected veteran status or any other characteristic protected by applicable local, state or federal law.Interested in joining a rapidly growing group of bright, ambitious professionals in a work environment that values culture, inclusion, and personal growth? Stout might just be the right place for you.