Office Manager

Search Solution Group; Charlotte (NC); On-site; USD 40,000 - 60,000; Full time

Job summary

Search Solution Group in Charlotte, NC is seeking an experienced Office Manager to own the day-to-day operations of our headquarters. This hands-on, in-office role requires an organized, personable professional who can manage facilities, coordinate vendors, and support employees, candidates, clients, and visitors.

You will keep the office running smoothly through closing each day and arrange meetings and events.

Qualifications

• Minimum 2 years of office management or related experience.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• Ability to coordinate facilities, vendors, and events.
• Comfortable handling confidential information.

Responsibilities

• Own daily office operations and facilities at Charlotte HQ.
• Serve as primary contact for building issues and vendors.
• Coordinate with cleaning crew and manage supplies.
• Greet visitors and prepare interview spaces.
• Support executives with special projects and reporting.
• Produce regular activity reports.
• Plan in-office lunches and events.

Skills

Organization

Proactive

Communication

Vendor coordination

Customer service

Reporting

Tools

RingCentral

MS Office

G Suite

Job description

Office Manager Search Solution Group – Charlotte, NC Full-Time | 100% On-Site | Monday–Friday

Position Overview

Search Solution Group is seeking a highly organized, proactive, and personable Office Manager to take ownership of the day-to-day operations of our Charlotte headquarters. This person will be the central point of contact for the office and will play an important role in creating an organized, professional, welcoming, and productive environment for our employees, candidates, clients, and visitors. We're looking for someone who naturally takes ownership, notices when something needs attention, and handles it without waiting to be asked. The ideal candidate has a warm, outgoing personality, is comfortable speaking up when there is an issue, enjoys taking care of people, and takes pride in keeping an office running smoothly. This is a five-day-per-week, in-office position with no remote option. The Office Manager will be responsible for remaining in the office through the end of the business day and ensuring the office is properly managed through closing.

Key Responsibilities

Office Operations & Facilities

• Take ownership of the daily operation and appearance of SSG's Charlotte office.
• Serve as the primary contact for building and facility issues, including HVAC, plumbing, appliances, lawn care, landscaping, repairs, and general maintenance.
• Coordinate with vendors and service providers and ensure issues are resolved promptly.
• Coordinate with the cleaning crew, which services the office on Mondays and Thursdays.
• Handle basic office upkeep on non-cleaning days, including taking out trash when necessary, keeping meeting rooms clean and organized, emptying/loading the dishwasher, keeping the kitchen organized, and restocking snacks and supplies.
• Monitor inventory and order office, kitchen, cleaning, and other necessary supplies.
• Identify problems before they become larger issues and communicate concerns quickly and directly to leadership.

Employee & Office Support

• Be the "go-to" person for employees and help create a positive, welcoming office environment.
• Coordinate and set up company lunches, meetings, celebrations, and other in office activities.
• Track and communicate employee call-outs and sick days as needed.
• Prepare PTO reporting and other administrative information for leadership.
• Produce daily and weekly call/activity reports using RingCentral.
• Support leadership with additional reporting and administrative needs.
• Partner with marketing team to support in office and off site events.

Reception & Candidate Experience

• Greet clients, candidates, vendors, and other visitors professionally.
• Accept and coordinate deliveries.
• Prepare interview spaces for candidates.
• Set up tablets and other technology needed for candidate interviews.
• Ensure candidates and clients receive a professional, organized experience when visiting SSG.

Executive & Special Project Support

• Provide periodic executive-assistant support to SSG leadership.
• Assist the CEO and other executives with special projects and administrative needs as they arise.
• Handle confidential information professionally and with discretion.
• Take on miscellaneous projects that help the leadership team and company operate more effectively.
• Partner with SSG HR team as needed.

Ideal Candidate

• At least 2 years of Office Manager or similar experience.
• Strong preference for someone who has demonstrated growth and increasing responsibility in an office management position.
• Highly organized and able to manage multiple priorities simultaneously.
• Strong personality with the confidence to speak up, communicate issues, and hold people accountable when necessary.
• Proactive—doesn't wait for someone else to identify or solve a problem.
• Naturally helpful and enjoys being the person others rely on.
• Friendly, outgoing, and professional with employees, candidates, clients, and vendors.
• Comfortable working in a fast-paced, highly interactive office.
• Strong attention to detail and follow-through.
• Comfortable learning reporting and administrative systems.
• Retail, hospitality, or another high-energy people-facing background can be highly transferable.
• Willing and able to handle both professional administrative responsibilities and the everyday hands-on tasks required to keep an office operating smoothly.
• Reliable and punctual.

Schedule & Work Environment

This position is 100% on-site at Search Solution Group's Charlotte headquarters, five days per week. There is no remote option. Because the Office Manager is responsible for the office through the end of the business day, the individual must be available to remain on-site through office closing. Leadership will handle opening responsibilities.

What Success Looks Like

The right Office Manager will quickly become someone the entire SSG team depends on. The office is organized, stocked and professional; maintenance issues are handled without leadership needing to chase them; visitors and candidates receive a great first impression; reporting is accurate and timely; lunches and events run smoothly; and leadership knows that if something isn't right, the Office Manager will notice it, speak up and take ownership of getting it fixed.