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Position Summary

Location: Palm Beach Gardens, FL - Full-Time, On-Site
Salary: $60,000 – $70,000 / year

Position Overview

The Office Manager at Dedicated IT is the operational backbone of our growing healthcare tech company — a role blending hospitality management, event coordination, and strategic oversight. This position is the front-facing heart of the workplace, owning day-to-day office operations, internal events, facilities, and employee experience. As the company expands from 9,000 to 25,000 sq ft, this role will be instrumental in supporting seamless scalability. It emphasizes leadership, organization, and multitasking in a dynamic, fast-paced setting.

Key Responsibilities

Front-of-Office & Daily Operations

• Serve as the office's primary point of contact — greet visitors and candidates professionally, manage visitor flow, and maintain a welcoming, secure front office environment.

• Open and close the office daily: tidy common areas, restock pantry and supplies, verify all doors are secure and locked, confirm communications are addressed, and handle any overnight items or urgent employee needs.

• Handle incoming/outgoing mail and packages; deliver checks to Accounting or secure them appropriately; support executives and leadership with administrative needs as requested.

• Track invoices, submit receipts to Accounts Payable, and support internal communication via Teams announcements, Microsoft Forms, and employee engagement initiatives.

Internal Events Experience

• Plan and execute employee-focused events including monthly lunches, team outings, seasonal celebrations, birthday recognitions, and office morale initiatives.

• Handle all internal event logistics — catering coordination, setup/breakdown, RSVP tracking, and day-of support.

• Support employee appreciation initiatives, company raffles, contests, and morale programs.

• Capture event photos and culture moments; forward to the Marketing Coordinator for social media use.

Facilities & Vendor Management

• Serve as the day-to-day point of contact for facilities — track and coordinate repairs, schedule vendor visits, and liaise with building management, cleaning, HVAC, security, and supply vendors.

• Communicate applicable vendor visits or office updates to the HQ team via Teams.

• Coordinate badge and building access for employees and visitors; assist with security system coordination and offboarding access changes as requested by People Operations.

• Support office expansion planning and build-out logistics as the company grows from 9,000 to 25,000 sq ft.

Pantry, Supplies & Procurement

• Manage all pantry and office supply ordering on a weekly cadence using Amazon Business, Walmart, Sam's Club, and other vendors; maintain organized storage and adequate inventory levels.

• Track pantry and supply budgets, reporting spend to the Director of Corporate Events.

Employee Travel Coordination

• Book and manage general employee travel — flights, hotels, rental cars, and itineraries; assist with disruptions and submit documentation to Accounts Payable.

• Maintain travel tracking sheets and coordinate credit card authorization forms when required.

• Note: conference and event-related travel is coordinated by the Events Manager.

Onboarding & Remote Employee Support

• Coordinate new hire onboarding — desk setup, badges, nameplates, welcome kits, office tours, and team introductions; ensure workspace is ready before day one.

• Coordinate shipment of equipment and welcome packages for remote employees; ensure Monday start employees receive equipment by the preceding Friday.

• Submit shipment documentation and receipts to Accounts Payable.

Gifts, Uniforms & Miscellaneous

• Own client and employee gift coordination end-to-end — source, assemble gift baskets or curated gifts for special occasions, manage packaging, and maintain a tracker of orders and spend.

• Manage uniform ordering, sizing, inventory, and distribution for relevant team members.

• Run occasional errands as needed (supply pickups, post office, vendor drop-offs); ability to lift up to 30 lbs.

Skills & Qualifications

• 3–5+ years in office management, operations, or a similar role, with experience overseeing larger spaces.

• Strong organizational, communication, and multitasking skills with exceptional attention to detail and follow-through.

• Expertise in facilities oversight, vendor management, inventory control, event coordination, and onboarding.

• Creative and resourceful approach to gift sourcing, gift basket assembly, and preparing thoughtful gifts for clients and employees on special occasions or as requested.

• Proficiency with Microsoft 365 Suite (Outlook, Word, Excel, Teams, SharePoint); familiarity with Canva a plus.

• Friendly, dependable, and service-minded; able to manage sensitive or urgent situations calmly and professionally.

• Reliable transportation for errands; ability to lift up to 30 lbs.

• Hospitality or front-of-house experience (e.g., restaurant/hotel) preferred but not required.

What Success Looks Like

• The office runs smoothly — visitors are welcomed, supplies are stocked, and no operational ball is dropped.

• Internal events are well-executed and employees feel valued and celebrated.

• Facilities are proactively maintained and vendors are managed efficiently through the expansion.

• New hires and remote employees receive a seamless, welcoming onboarding experience.

• Client and employee gifts are thoughtful, well-executed, and delivered on time.
• The Director of Corporate Events can rely on consistent, proactive support across all office operations.

This position includes occasional physical activity related to office operations and event coordination, such as bending, reaching, kneeling, lifting, carrying, and moving office supplies, packages, or equipment weighing up to approximately 30 pounds. The role may also involve walking throughout the office, setting up meeting spaces, and running occasional local business errands.

Candidates should have reliable transportation to travel to nearby vendors, offices, or other local destinations as needed. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions of the position.