Office Manager

At Quickbase, we are empowering the problem solvers of the world to create solutions for themselves and their companies using an industry leading no-code platform.
Our customers are passionate about streamlining their scattered information and processes. We are passionate about providing our customers a simple, powerful platform to create applications that are exactly right for them.
We are a small team with a big mission. We are enabling all the non-programmers out there to build applications that work for them. This team focuses on a simple, easy to use cloud-based builder that enables people to create powerful applications.

About the Team:

This role is part of our Executive Operations Team which includes our Executive and Administrative Assistants. We believe in a differentiated work experience that delivers:

• Success (freedom to create, earn, learn, be challenged)

• Safety (health, belonging, equity, appreciated for whole self)

• Choice (empowered to build rhythms for your highest productivity)

• Community (impact beyond any one of us; makes each other, customers and society better)

About the Role:

Quickbase has a distributed workforce – most of our employees work remotely and utilize our Boston office for collaboration, team building, and social engagement. We believe that employees can be successful from anywhere when enabled with the right tools to foster collaboration and connection and the flexibility to meet both individual and corporate needs.

As we explore what work looks like in this new environment, the Office Manager/ Facilities Coordinator will be part of our Operations team and essential to helping us be intentional about how we utilize and curate the office experience both for local employees and our distributed workforce when they visit. This is a great role for you if you have an ability to manage multiple projects and deliverables, being flexible to handle anything that might come your way, and enjoy a highly visible role working with employees

Objectives:

• Work with Executive Ops Manager to build processes and procedures to ensure operational efficiency in our Boston office
• Coordinate internal and external resources, and cultivate relationships with vendors
• Oversee office interactions, responding to requests and questions 
• Ensure the employee experience continues to be a differentiator, whether at home or in the office

Responsibilities:

• Office Experience Management
• Maintain the appearance of common areas, organize office procedures, and oversee supplies, equipment and office requests in Boston
  • Create and maintain a system for managing inventory and supply replenishment
  • Establish and maintain relationships with vendors and other services where it makes sense to establish and leverage partnerships
  • Coordinate in and outbound mail service
  • Manage relationships with building security and maintenance – may require calls outside normal business hours
  • Oversee and maintain office equipment for uninterrupted function
  • Manage the security badging system
• Oversee the Robin app (office space scheduler) as it relates to office space availability and monitor office attendance trends
• Procure external office space for employees for the purpose of bring teams together as needed across the US and Internationally

Skills, Traits and Qualifications

• 2-3 years of office management and/or vendor management experience
• Strong organization, time-management and people skills, flexibility, and multitasking ability
• Experience building repeatable processes for operational work
• 'We Win Together': establishes strong relationships internally and externally
• 'We Take Accountability': proactive problem solver, drives tasks to completion, owns and learns from mistakes.
• 'We Improve Everyday': growth mindset, resilient, coachable
• Proficiency with Microsoft Office, with aptitude to learn new software and systems like office management applications
• Basic IT knowledge a plus to work with Help Desk onsite to problem solve quickly for employees
• Must be able and willing to lift up to 50 pounds and move furniture upon request

Preferred Qualifications

• Bachelor's degree or equivalent experience
• Previous success in office management
• Ability to handle confidential information
• Required to be in the Boston office 3-4 days/week