Office Manager

Vaco by Highspring; Nashville (TN); In loco; USD 34.000 - 39.000; Tempo pieno

Descrizione del lavoro

Vaco by Highspring is seeking a Temporary Office Manager for downtown Nashville. The role covers front-desk duties, scheduling, travel arrangements, and general administrative support on a 11/30–3/15 temporary assignment.

Compensation is $25-$28/hour DOE, with a standard Mon-Fri schedule and onsite location. The ideal candidate will have a high school diploma, solid MS Word/Excel/Outlook skills, and a proactive, service-oriented attitude.

Competenze

• High school diploma is required.
• Experience in administrative or office support is preferred.
• Proficient in MS Word, Excel, and Outlook.
• Concur travel/expense experience is a plus.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication.
• Experience with scheduling, meeting coordination, and admin documentation.
• Able to multitask and work independently in a fast-paced environment.
• Professional, dependable, flexible, service-oriented demeanor.
• Strong customer service and guest relations skills.

Mansioni

• Serve as the first point of contact for office visitors.
• Coordinate meeting logistics including conference room setup and video conferencing.
• Answer and route incoming phone calls.
• Manage office supplies, inventory, deliveries and distribution.
• Coordinate office maintenance with cleaning crews and property management.
• Keep kitchen and common areas well-stocked and organized.
• Handle mail, packages, and correspondence.
• Assist with onboarding logistics and desk setup, including headshots.
• Support executive calendar management and scheduling of meetings and calls.
• Arrange travel logistics including flights, hotels, and dining reservations.
• Assist with executive expense reports under administrative oversight.
• Provide general administrative support and assist with special projects.

Conoscenze

Organizational skills

Verbal communication

Written communication

Multitasking

Customer service

Meeting coordination

Phone support

Administrative documentation

Formazione

High school diploma

Strumenti

MS Word

MS Excel

Outlook

Concur

Descrizione del lavoro

Temporary Office Manager - Nashville, TN

• Pay: $25-28/hour DOE
• Schedule: Monday-Friday, 8:30 AM-5:30 PM
• Location: Onsite in downtown Nashville
• Assignment: November 30-March 15 (temporary leave coverage)

Job Responsibilities

• Serve as the first point of contact for office visitors, providing a professional and welcoming guest experience.
• Coordinate meeting logistics, including conference room setup, phone/video conferencing, food, and beverages.
• Answer and route incoming phone calls.
• Manage office supplies, inventory, deliveries, and distribution.
• Coordinate office maintenance with cleaning crews and property management.
• Maintain an organized, clean, and well-stocked kitchen and common areas.
• Manage incoming and outgoing mail, packages, and correspondence.
• Assist with hotel and restaurant reservations for employees and guests.
• Support employee onboarding logistics, including desk assignments, workspace setup, and headshots.
• Assist with executive calendar management, scheduling meetings, appointments, and conference calls.
• Coordinate travel arrangements, including flights, hotels, dining reservations, and calendar updates.
• Assist with executive expense reports and expense approvals under administrative oversight.
• Provide general administrative support and assist with special projects as needed.

Qualifications

• High school diploma required.
• Previous administrative or office support experience preferred but not required.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Concur travel and expense software experience is a plus.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Experience with scheduling, meeting coordination, telephone support, and administrative documentation.
• Ability to multitask, prioritize competing demands, and work independently in a fast-paced environment.
• Professional, dependable, flexible, and service-oriented demeanor.
• Strong customer service and guest relations skills.

Highspring LLC (d/b/a Vaco by Highspring) and its parents, affiliates, and subsidiaries ("we," "our," or "Vaco by Highspring") are committed to the full inclusion of all qualified individuals and does not discriminate against any employee or applicant for employment because of race (including but not limited to traits historically associated with race such as hair texture and hair style), color, sex (includes pregnancy or related conditions), religion or creed, national origin, citizenship, age, disability, status as a veteran, union membership, ethnicity, gender, gender identity, gender expression, sexual orientation, marital status, political affiliation, or any other protected characteristics as required by applicable law. The company is also committed to ensuring that persons who need them are provided with reasonable accommodations; if an accommodation is needed to participate in the job application or interview process, please contact [e-mail].

Vaco by Highspring also wants all applicants to know their rights that workplace discrimination is illegal.

Vaco by Highspring respects your privacy and are committed to providing transparent notice of our policies.

• California residents may access Vaco by Highspring HR Notice at Collection for California Applicants and Employees here.
• Virginia residents may access our state specific policies here.
• Residents of all other states may access our policies here.
• Canadian residents may access our policies in English here and in French here.
• Residents of countries governed by GDPR and UK GDPR may access our policies here.

Additionally, submissions to this position are subject to the use of AI to perform preliminary candidate screenings, focused on ensuring minimum job requirements noted in the position are satisfied. More details about Vaco by Highspring's use of AI can be found here (https://www.highspring.com/ai-use-notices/). Further assessment of candidates beyond this initial phase will be conducted by recruiters and hiring managers. Vaco by Highspring does not know and cannot opine on if its client's use of AI products in hiring.

Pay Transparency Notice

Determining compensation for this role (and others) at Vaco by Highspring depends upon a wide array of factors including but not limited to:

· the individual's skill sets, experience and training;

· licensure and certification requirements;

· office location and other geographic considerations; and

· other business and organizational needs.

With that said, as required by local law, Vaco by Highspring believes that the following salary range referenced above reasonably estimates the base compensation for an individual hired into this position in geographies that require salary range disclosure. The individual may also be eligible for discretionary bonuses and/or participation in medical, dental, and vision benefits as well as the company's retirement plan (or similar retirement benefits).