Office Manager

Bellwetheram 2; El Segundo (CA); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Employer-paid Medical, Dental & Vision

401(k) with match

Generous PTO & holidays

Maternity & parental leave

Well-being programs

Cell phone reimbursement

Job summary

Bellwether is seeking an experienced Office Manager to oversee daily operations, manage vendors, and support executive teams in a fast-paced environment. The role includes greeting guests, coordinating meetings, travel logistics, and ensuring security protocols are followed.

Ideal candidates have 3+ years in office management or executive support, strong MS Office and collaboration skills, and the ability to handle confidential information with discretion.

Qualifications

• At least 3 years in office management or executive support.
• Experience with HR onboarding, policy notices, and safety procedures.
• Strong organizational and communication skills.
• Proficiency with MS Office and virtual meeting platforms.
• Ability to handle confidential information with discretion.

Responsibilities

• Oversee daily office operations and vendor relationships.
• Greet guests, coordinate visits, and manage security protocols.
• Coordinate meetings, catering, and travel logistics as needed.
• Support HR onboarding, notices, and recruiting coordination.
• Assist with safety programs, drills, and incident logging.
• Lead ad-hoc projects to bolster team culture and efficiency.

Skills

Office management

Vendor relationships

Event coordination

MS Office & Zoom/Teams

Education

Tools

Office equipment & IT purchasing

Job description

Bellwether is a global advisory firm that helps businesses solve their most complex challenges and enhance enterprise value. We specialize in formulating and executing dynamic growth strategies through true partnership with our clients. Merging deep industry expertise, advanced analytical capabilities and best‑in‑class talent, we create value across the business lifecycle, from transaction management to operational transformation. Bellwether specializes in the management, analysis, and reporting of over $40 billion of AUM across a wide range of real‑estate related assets and corporate platforms in North America, Europe and Asia. Bellwether is privately held and has offices in Los Angeles, Newport Beach, Salt Lake City, London and Dallas.

Overview

Responsible for overseeing daily office operations to ensure efficiency, organization and a productive work environment. Manages administrative functions, office supplies, vendor relationships, and facility maintenance while supporting internal and executive teams as needed. Ensures compliance with office policies and protocol, coordinates internal events and communications, and optimizes operational workflows proactively to enhance overall workplace efficiency. Acts as a key point of contact for employees, external partners, and guests, fostering an inviting, well‑organized and professional office environment.

Administrative Management & Office Support

• Manage the main office phone line and email inbox, promptly answering calls and responding to inquiries, directing communications to the appropriate departments, and ensuring timely and professional interactions with employees, clients, and external partners.
• Greet and manage guests, ensuring a professional and welcoming experience by coordinating visitor check‑ins, notifying hosts, and maintaining security and access protocols.
• Coordinate catering requests for meetings and events, ensuring seamless logistics and accommodating dietary needs.
• Manage weekly office snack orders, ensuring variety, consideration of allergy restrictions, and timely restocking of supplies.
• Provide administrative support, including scanning, copying, and maintaining inventory of office supplies.
• Oversee conference room scheduling, ensuring efficient use of meeting spaces and resolving conflicts as needed.
• Handle incoming and outgoing mail, ensuring accurate and timely distribution and shipping.
• Serve as the primary liaison with building management, security, parking and vendors, coordinating office access and related arrangements.
• Manage all non‑IT office equipment, acting as the primary contact for coordinating repairs, deliveries, and maintenance.

Internal Team Support

• Human Resources (HR): Assist with onboarding and off‑boarding processes for new hires and exiting employees, ensuring a seamless experience.
• Human Resources (HR): Assist with updating labor law posters and required notices to ensure compliance with state and federal employment laws.
• Recruiting: Assist in the coordination of the recruitment process as needed, including interview scheduling and candidate communication.
• Information Technology (IT): Handle purchasing and shipping requests for IT equipment as needed.
• Accounting: Assist with corporate credit account reconciliation and serve as point of contact for Expense Reimbursement system inquiries.

Health & Safety

• Oversee site‑specific compliance initiatives, including attending health and safety training, coordinating with HR to assess requirements, and implementing necessary onsite protocols to ensure a safe and compliant workplace.
• Support regular office safety assessments, including fire drills, fire extinguisher testing, and emergency preparedness reviews to ensure compliance with safety regulations and a secure workplace.
• Act as a point of contact for onsite injuries, assisting employees and recording worksite injury details.
• Maintain first aid supplies and emergency kits.

Team Support & Culture

• Lead or assist with ad‑hoc projects, including seasonal events and team‑building activities that contribute to a positive workplace culture.

Candidate Profile

• At least 3 years of relevant experience in office management or executive assistance.
• Experience in the financial sector preferred, though not required.
• Entrepreneurial, highly motivated, intelligent and mature, with a proven track record of excellence.
• Strong understanding of office management best practices, including organization, workflow optimization, and process efficiency.
• Experience managing office supplies, equipment, and vendor relationships.
• Strong ability to prioritize tasks, manage multiple deadlines, and adapt to changing office needs.
• Effective troubleshooting skills and proactive approach to identifying and implementing solutions and process improvements.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint, Outlook) and virtual meeting platforms (Zoom, Teams, etc.) and other administrative tools.
• Self‑driven, proactive, capable of solving problems independently while improving office processes and services.
• Exceptional verbal and written communication skills, with the ability to listen actively and present information clearly and effectively.
• Strong customer service orientation to provide a welcoming and professional office environment.
• Ability to handle confidential information with discretion and professionalism.
• Demonstrates integrity, adherence to company policies, and commitment to maintaining confidentiality.
• Fosters a collaborative, respectful, and supportive team environment.
• Travel may be needed from time to time.

Position Details

• Position Status: Regular, Full Time
• Reports To: Senior Director, Human Resources
• Direct Reports: None
• Travel: Not anticipated but may be needed from time to time.

Physical Requirements & Work Environment

• Regularly required to stand, sit, and walk; must be able to sit at an office workstation for an extended period of time.
• May need to reach, stoop, or kneel to access items.
• Must be able to use wrists, hands, and/or fingers frequently and repetitively to operate a computer, telephone, and other office productivity machinery.
• Must frequently prepare or inspect documents, and convey details or important instructions or ideas accurately, loudly, or quickly.
• Can work independently, prioritize duties to ensure timely completion; collaboration also imperative.
• Requires active listening, critical thinking, decision making, time management, and administration skills.
• Ability to interact in a courteous professional manner at all times.
• Regular, predictable attendance is required.
• Physical and mental demands described are representative of those required; reasonable accommodations may be made for disabilities.
• No hazardous or significantly unpleasant conditions expected; moderate noise typical of a business office.

Benefits

• Employer‑paid Medical, Dental & Vision, with buy‑up options available
• Flexible Spending Account, Health Savings Account
• Carrot Fertility Benefit – $10,000 lifetime benefit
• 401(k) company match 4%, immediately vested
• Generous PTO, 11 paid company holidays & paid holiday office closure
• 14 weeks maternity leave & 12 weeks parental leave
• Well‑being program offerings
• Cell phone reimbursementEngaging team events & holiday parties

Equal Opportunity Employer

Bellwether is an equal‑opportunity employer. Bellwether complies with all federal, state, and local laws providing equal employment opportunities, and all other employment laws and regulations. All qualified applicants are considered for employment without regard to an individual's race, color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition (including cancer and genetic characteristics), genetic information, marital status, reproductive health decision‑making, sex, gender (including gender identity and gender expression), age, sexual orientation, protected veteran and/or military status, protected medical leaves, domestic violence victim status, political affiliation, or any other status protected by federal, state, or local laws. All candidates must be able to prove eligibility to work in the United States.