Office Manager

Planned Parenthood Southeast; Atlanta (GA); Vor Ort; USD 76.000 - 84.000; Vollzeit

Zusammenfassung

The Office Manager at Planned Parenthood Southeast will oversee the headquarters' day-to-day administration, facilities coordination, vendor management, mail and package handling, and contract tracking in Atlanta, GA. This role serves as the lead on provider credentialing activities and supports operations across Finance, HR, and IT.

Reporting to the Chief Operating Officer, the position emphasizes professional, efficient office environments, staff and visitor experiences, and compliance with

Qualifikationen

• Associate degree or equivalent work experience required.
• Minimum three years’ of relevant customer service, admin, or office management experience.
• Proficiency with Microsoft Office applications.

Aufgaben

• Manage day-to-day headquarters office operations and maintain a professional office environment.
• Serve as primary liaison for visitors, vendors, contractors, and partners.
• Coordinate meetings, space planning, and facility scheduling.
• Oversee mail, shipping, and delivery processes securely and efficiently.
• Administer contract management, vendor onboarding, and credentialing programs.
• Support finance, HR, and IT in operations and compliance activities.

Kenntnisse

Excellent communication

Independent work

Multitasking

Self-motivated

Written/verbal/interpersonal

Attention to detail

Professional appearance

Flexible hours

Travel within GA/AL

Reliable transportation

GA driver license

Ausbildung

Associate degree or equivalent

Bachelor's degree preferred

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint)

Jobbeschreibung

SUMMARY

The Office Manager is responsible for the day-to-day administration and operations of the headquarters office, ensuring an organized, professional, efficient, and welcoming environment for staff, visitors, vendors, and business partners. This role serves as the primary point of contact for office operations, facilities coordination, vendor management, mail and package handling, administrative support, and contract tracking. The role will also serve as the lead on provider credentialing activities. The Office Manager works closely with leadership, Finance, Human Resources, and Information Technology to support organizational operations and business continuity.

Job Title: Office Manager

Location: Atlanta, GA

Reports To: Chief Operating Officer

FLSA Status: Exempt

Salary: $75,500 - 84, 400

QUALIFICATION REQUIREMENTS

• Ability to communicate effectively with multiple audiences
• Ability to work independently and as a team member
• Ability to prioritize and manage numerous projects simultaneously
• Self-motivated, with ability to work with little direct supervision
• Excellent written, verbal, and interpersonal communication skills
• Accuracy and attention to detail essential
• Professional appearance and attitude
• Availability to work flexible hours, including weekends and evenings as required
• Ability and willingness to travel within Georgia (GA) and Alabama (AL)
• Reliable means of transportation for onsite and off-site work
• If using a personal vehicle to drive for work purposes, a valid GA driver license and current auto insurance in compliance with the minimum requirements of GA vehicle code are required

EDUCATION AND/OR EXPERIENCE

• Associate degree or equivalent work experience required; Bachelor's degree preferred
• Minimum three (3) years’ of progressively responsible customer service, administrative, office management, operations, or executive support experience required
• Proficiency with Microsoft Office (Outlook, Word, Excel, and PowerPoint)

Essential Duties And Responsibilities

Office Operations and Workplace Administration

• Manage and oversee day-to-day headquarters office operations, serving as the primary administrator responsible for ensuring an efficient, professional, and business-focused work environment
• Serve as the organization's primary liaison for visitors, vendors, contractors, and business partners, exercising independent judgment in addressing inquiries, resolving issues, and coordinating services
• Evaluate and prioritize incoming communications and requests, directing matters to appropriate departments and leaders while ensuring timely resolution
• Coordinate organizational meeting logistics, facility scheduling, and space utilization strategies to support operational priorities, employee engagement activities, and executive initiatives
• Assess workplace operational needs and implement solutions to maintain productive, compliant, and professional office environments
• Monitor office equipment, technology resources, and workplace services; identify operational risks and coordinate corrective actions with Information Technology, Facilities, and vendors to minimize disruptions
• Manage relationships with building management, service providers, and contractors, ensuring service levels, responsiveness, and organizational requirements are met
• Coordinate office space planning, workplace transitions, and facility improvement initiatives that support evolving organizational needs
• Conduct ongoing assessments of workplace operations and recommend process improvements to enhance efficiency, employee experience, and resource utilization
• Serve as headquarters emergency preparedness and evacuation coordinator, ensuring operational readiness and compliance with organizational safety protocols

Business Services Administration

• Administer organizational mail, shipping, and delivery operations, ensuring secure, efficient, and timely distribution of business-critical correspondence and materials
• Establish and maintain processes for tracking high-priority deliveries, confidential documents, and accountable mail items
• Evaluate and coordinate shipping, courier, and delivery solutions to support organizational efficiency and cost-effectiveness
• Develop and maintain controls and documentation systems to safeguard business records and ensure accountability for incoming and outgoing deliveries

Financial Administration and Operational Support

• Administer assigned financial and administrative processes in accordance with organizational policies, internal controls, and regulatory requirements
• Review, reconcile, and validate executive and departmental corporate credit card expenses for accuracy, completeness, and policy compliance, resolving discrepancies when identified
• Analyze expense documentation and communicate recommendations or corrective actions to ensure compliance with organizational financial standards
• Partner with Finance and department leaders to facilitate vendor onboarding, contract administration, procurement documentation, and business transactions
• Maintain and oversee financial and administrative records, ensuring data integrity, audit readiness, and compliance with record retention requirements
• Identify process improvement opportunities and recommend enhancements that strengthen operational controls and administrative efficiency

Contract Administration and Vendor Relations

• Administer the organization's contract management program, ensuring appropriate tracking, documentation, approvals, and execution of contractual agreements
• Monitor contract lifecycles, identify potential risks or delays, and proactively coordinate resolution activities with stakeholders to support business objectives
• Serve as a central point of coordination among department leaders, legal representatives, vendors, and business partners regarding contract execution and compliance requirements
• Evaluate contract status, renewal timelines, and vendor obligations, providing recommendations and escalations as necessary
• Develop and maintain contract administration procedures, records management practices, and reporting mechanisms to support organizational compliance and operational effectiveness
• Coordinate vendor review and onboarding activities, ensuring compliance with organizational standards and business requirements

Contractor Credentialing and Compliance Administration

• Administer contractor and provider credentialing programs, ensuring compliance with organizational standards, contractual obligations, and regulatory requirements
• Coordinate the onboarding, documentation review, and administrative approval processes for independent contractors and physician service providers
• Serve as the primary organizational liaison with credentialing vendors and external partners, resolving issues and facilitating timely completion of credentialing requirements
• Monitor credentialing status, expiration dates, regulatory requirements, and renewal cycles, proactively addressing potential compliance risks
• Analyze credentialing data and documentation to identify gaps, ensure accuracy, and recommend corrective actions when necessary
• Collaborate with leadership, Human Resources, Information Technology, Finance, and operational departments to ensure contractor compliance and successful program administration
• Develop and maintain credentialing tracking systems, reporting tools, and administrative procedures to enhance operational efficiency and regulatory compliance

OTHER DUTIES AND RESPONSIBILITIES

• Performs other duties as may be assigned by the Chief Operating Officer or Designee

PHYSICAL REQUIREMENTS:

Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position. The role requires continual seeing, hearing, speaking, standing/walking, sitting, pushing/pulling/reaching, and fingering/grasping. Stooping, bending, and kneeling are frequent. Driving and lifting/carrying heavy items are rare. Lifting up to 10 pounds may be required for up to one-third of the workday; lifting more than 10 pounds is not required.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses and identifying potential inconsistencies or verification signals in application materials based on available information. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.