Office Management Coordination

Office management involves a lot of behind-the-scenes juggling. It's about more than handing out office supplies and sitting at a desk—it's actually about making sure that your space and everyone in it will work harmoniously.

In this guide, we will look at how I excel in this area. With that said, the main soft skills and duties include:

Organizational skills as the quantity and variety of demands means that only the best-organized will really perform well.

Interpersonal skills to maintain a welcoming area for all guests, make a good first impression with new visitors, and be available between teams to solve problems. Employee wellness comes first.

Communication skills so team members have a clear idea of where to go, the best locations for lunch, security rules, and so much more.

Negotiation skills to get the best deal for us!

Overarching Themes include:

• The office space

  Striking a balance between form and function is important. I ensure a positive atmosphere that fits the needs of our team.

  Example tasks:

  • Ensuring the aesthetics of the office space matches our vibe and our team working there
  • Setting the culture, norms, and organization of working together
  • Creating an appropriate working space for colleagues to improve productivity and morale
  • Replacing broken, used-up, or obsolete equipment
  • Handling the meeting spaces used by different teams

• Managing external vendors

  Serving as the ambassador of the space/team, representing a warm demeanor is key, especially when liaising with external vendors to ensure seamless operations and maintain strong partnerships.

  Example tasks:

  • Working with everyone (custodial staff, delivery drivers, visitors)
  • Communicating with the landlord or property manager
  • Establishing relationships with external suppliers

• Event planning

  This often also extends to events inside and outside the space, be they team-building employee events or ones involving clients and prospects.

  Example tasks:

  • Planning and organizing special celebrations
  • Happy Hour Coordination
  • On-site visits (Scheduling dinner of Board members)

• Internal communication

  Where do I park? How do I enter? What is the wi-fi password? When is lunch?

  Having an knowledge base for ANY visitor is crucial. Whether a colleague is in the office everyday or visiting for only a day, sharing key information is critical.

  Example tasks:

  • Master list of key information for a visit shared 48 hours in advance
  • Managing a travel budget for colleagues
  • Dealing with flights, transport to and from airports, and accommodation
  • Handling emergencies, such as extended stays for personal travel

• Safety and security

  The importance of creating a safe work environment cannot be understated. This means the working conditions must be safe, and the company should also be secure from potential external threats.

  • Organizing and undertaking drills, e.g. for fires or active shooters
  • Ensuring the building is secured properly 24/7
  • Connect with security teams to remain in compliance (ISO or SOC)
  • Distributing and tracking keys and passes for colleagues / visitors

A Place ▶️ The Place everyone wants to be

I create an atmosphere that unlocks the team’s potential. Because an office is more than just four walls; it's the heart of innovation and collaboration, where ideas are nurtured, and a team's true potential is unlocked.