Office Manager

Pacific Cycle - Schwinn & Mongoose; Madison (WI); On-site; USD 52,000 - 78,000; Full time

Job summary

Pacific Cycle - Schwinn & Mongoose in Madison, WI seeks an experienced Office Manager to partner with senior leaders and keep the office running smoothly. This full-time, on-site role handles calendar management, events, travel, and facilities coordination.

You will oversee office operations, vendor relationships, and internal communications while supporting a positive workplace culture and efficient daily processes.

Qualifications

• Bachelor's degree or minimum of 5 years of experience in an Administrative role supporting senior leadership.
• Strong organizational, communication, and multitasking abilities.
• Proven discretion with confidential information and interpersonal skills.

Responsibilities

• Provide administrative support to senior leaders, including calendar management and scheduling.
• Coordinate leadership meetings, rooms, technology, catering, and materials.
• Arrange travel itineraries and related administrative tasks.
• Greet visitors and be a professional point of contact for staff and vendors.
• Manage office operations, vendor relationships, and facilities needs.
• Support internal communications, employee events, and company meetings.
• Develop and maintain project plans, timelines, and action items.
• Monitor office expenses and budgets related to facilities and services.

Skills

Calendar management

Meeting coordination

Vendor management

Office operations

Event planning

Communication

Project coordination

Discretion handling confidential info

Education

Bachelor's degree or 5+ years admin exp

Tools

PowerPoint

Word

Excel

Outlook

Teams/Zoom

Job description

Our Madison, WI corporate office has an exciting opportunity for an experienced Office Manager. The position will act as an administrative business partner to the senior leadership team, responsible for supporting the effective operation of the office and workplace. This role provides administrative and scheduling support, coordinates office and facilities operations, manages vendors and workplace projects, and supports internal communications, company meetings, and employee events. The position requires strong organization, communication, project coordination, and independent judgment to effectively support employees, leaders, and business needs. This is an fully onsite position based in Madison, Wisconsin, with a regular schedule of five days per week in the office. Onsite presence is required to support office operations, senior leadership, visitors, facilities needs, company meetings, and employee events.

How You'll Contribute:

• Provide administrative support to members of the senior leadership team, including calendar management, meeting coordination, scheduling, and other administrative needs.
• Manage competing calendar priorities, proactively resolve scheduling conflicts, and coordinate changes with internal and external stakeholders.
• Coordinate leadership and business meetings, including meeting rooms, technology, catering, materials, and other logistics.
• Coordinate travel arrangements, itineraries, presentations, correspondence, meeting materials, and related administrative support as needed.
• Greet and assist visitors and serve as a professional point of contact for employees, vendors, and external stakeholders.
• Exercise discretion when handling confidential or sensitive business and employee information.

Office and Facilities Operations

• Serve as a key point of contact for day-to-day office operations and independently coordinate workplace services, including building maintenance and repairs, snow removal, office supplies, mail and deliveries, and other workplace needs.
• Manage relationships with property management, contractors, vendors, and service providers; coordinate services, monitor performance, and help resolve issues.
• Coordinate preventive and corrective maintenance and appropriately elevate building or facilities concerns.
• Manage conference rooms, shared spaces, office equipment, supplies, access badges, and other workplace services.
• Coordinate incoming and outgoing mail, packages, and deliveries, including sorting and distribution to the appropriate employees or departments.
• Track office and facilities expenses, invoices, vendor documentation, and related budgets.
• Identify and recommend opportunities to improve workplace operations, service, efficiency, and the overall office environment.

Employee Experience, Events, And Company Meetings

• Coordinate company town halls, employee meetings, company events, celebrations, recognition activities, and other initiatives that support a positive and engaging workplace culture.
• Manage event logistics, including vendors, catering, facilities, technology, communications, materials, schedules, and onsite coordination.
• Partner with Human Resources and business leaders to coordinate employee activities and events aligned with company priorities and culture.
• Support town halls and company-wide meetings by coordinating schedules, presentations, communications, technology, meeting spaces, and related logistics.
• Welcome new employees and provide office tours and workplace orientation as needed.

Workplace Projects and Facility Planning

• Coordinate office and facilities-related projects, including workplace improvements, space planning, office moves, and other operational initiatives.
• Develop and maintain project plans, timelines, vendor schedules, action items, and related documentation.
• Coordinate with property management, contractors, vendors, Information Technology, Human Resources, leadership, and other stakeholders on workplace projects.
• Serve as a key internal coordinator for facility relocation activities, including vendor schedules, employee logistics, communications, and workplace readiness.
• Identify project risks, competing priorities, and dependencies and elevate or recommend solutions to help keep projects on track.
• Monitor project progress and expenses and provide updates to appropriate stakeholders.

General Business Support

• Serve as a resource to employees and leaders regarding office services, facilities.

Meetings, Company Events, Communications, And Other Administrative Matters.

• Identify administrative and operational issues, assess available options, and implement or recommend appropriate solutions within established guidelines.
• Maintain accurate records and documentation related to office operations, vendors, facilities, communications, and administrative activities.
• Provide project and administrative support for cross-functional business initiatives as needed.
• Perform other related duties and special projects as assigned.

Key Competencies

Organizing & Planning | Communicativeness | Composure | Team Player | Results Orientation | Change Agility

What You Bring to the Table:

• Must be legally authorized to work in the United States.
• Bachelor's degree or minimum of 5 years of experience in an Administrative position, preferably supporting senior leadership members.
• Advanced knowledge of general office management and current computer/office communications technologies; expert in PowerPoint, Word, Excel, Outlook, Teams and Zoom.
• Strong independent problem-solving skills with the ability to be resourceful and propose solutions and connect with others in the business proactively to achieve optimal results.
• Excellent interpersonal, verbal and written communications skills including strong grammatical skills with ability to effectively interface with senior management and high-profile customers.
• Extremely well organized, with high attention to detail, yet able to multi-task and remain calm in a fast-paced environment of changing priorities.
• Demonstrated project management skills to quickly