Office Manager

Vaco; Nashville (TN); On-site; USD 34,000 - 39,000; Full time

Job summary

Vaco in Nashville seeks a Temporary Office Manager to support a fast-paced downtown office. This onsite role runs Nov 30 through Mar 15 to cover a temporary leave, with daytime hours and a due-on attendance expectation.

The position focuses on front-desk hosting, meeting coordination, travel support, onboarding logistics, calendar management, and general admin tasks using Word, Excel, Outlook, and Concur. Excellent communication is essential.

Qualifications

• High school diploma required.
• Office support experience preferred but not required.
• Proficiency in Word, Excel, 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.

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.

Skills

Scheduling

Multi-tasking

Administrative support

Communication

Organization

Telephone support

Customer service

Education

High school diploma

Tools

Microsoft Word

Microsoft Excel

Outlook

Concur

Job description

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.

By submitting to this position, you are agreeing to be included in our talent pool for future hiring for similarly qualified positions.