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Position Overview

ReachMobi is seeking a highly organized, service-oriented Office Manager to oversee daily operations of our Bonita Springs, FL headquarters. This role ensures the office is welcoming, fully operational, and reflects ReachMobi’s culture while delivering an exceptional employee and visitor experience.

The Office Manager will manage facilities, vendors, catering, travel coordination, internal events, and administrative support, serving as the primary point of contact for office operations. This individual thrives in a fast-paced environment and takes pride in creating a high-quality workplace experience. To best support our team and office operations, this role is performed onsite in our office Monday through Friday.

Primary Responsibilities

Office Operations & Facilities

• Own daily operations of the Bonita Springs office.
• Ensure workspaces, meeting rooms, and common areas are clean, organized, and fully functional.
• Maintain office infrastructure including furniture, appliances, printers, and conference room technology.
• Coordinate repairs, maintenance, and vendor services.
• Manage office supplies and inventory levels.
• Support facility and administrative needs for the Philadelphia office remotely.

Kitchen & Hospitality

• Coordinate catering five times per week, including ordering, setup, and cleanup.
• Maintain a clean, organized, and fully stocked kitchen and breakroom.
• Restock beverages, snacks, coffee, and supplies at least three times daily, adjusting as needed.
• Manage dishwashers, refrigerators, coffee equipment, and food storage/labeling.
• Maintain kitchen inventory and prepare weekly purchasing lists.

New Hire Experience

• Coordinate workstation setup for new employees.
• Partner with IT to ensure equipment is ready before starting dates.
• Assign building access and key cards.
• Prepare welcome materials and onboarding packets.
• Ensure a seamless first-day experience for all new hires.

Employee Experience & Office Culture

• Partner with Talent Acquisition & Development to support workplace engagement.
• Plan employee appreciation events, wellness activities, celebrations, and social gatherings.
• Maintain office décor and seasonal updates.
• Foster a welcoming, service-oriented office culture.

Reception & Customer Service

• Greet visitors, candidates, vendors, and employees professionally.
• Answer and route incoming calls.
• Coordinate visitor access and meeting room readiness.
• Provide general administrative support across departments.

Event Planning

• Partner with HR and Talent Acquisition & Development to coordinate company events, meetings, holiday parties, happy hours, and off-site activities.
• Manage logistics including vendors, catering, venues, travel, and accommodations.
• Identify opportunities to improve engagement through creative events and team experiences.

Travel Coordination

• Arrange domestic travel including flights, hotels, and rental cars.
• Support travel changes and urgent adjustments.
• Prepare and submit executive expense reports.

Additional Responsibilities

• Support HR with offboarding logistics.
• Handle confidential information appropriately.
• Manage facility budgets and purchasing.
• Coordinate mail, deliveries, and shipments.
• Support Finance with administrative requests.
• Complete special projects as assigned.

Qualifications

• 2+ years of experience in office management, workplace operations, executive administration, hospitality, or facilities management.
• Strong organizational and multitasking abilities.
• Customer service mindset with strong attention to detail.
• Ability to prioritize and work independently in a fast-paced environment.
• Experience with vendors, events, and travel coordination preferred.
• Startup, tech, advertising, or property management experience a plus.
• Proficiency in Microsoft Office and ability to learn new systems quickly.

Success in This Role Looks Like

• Takes ownership and anticipates needs without direction.
• Notices and addresses details early.
• Maintains a polished, welcoming office environment.
• Solves problems proactively.
• Brings energy, positivity, and a hospitality-first approach.

Core Competencies

• Communication: Clear written and verbal communication; professional presence; strong interpersonal skills.
• Organization: Effective time management; ability to manage multiple priorities and deadlines.
• Social Skills: Engages with teams and contributes to a positive office culture.
• Analytical Thinking: Able to evaluate information and make sound decisions.
• Adaptability: Comfortable with change and new information.
• Resourcefulness: Gets results using available resources; strong execution mindset.
• Tech Savvy: Able to troubleshoot basic IT issues and escalate when needed.