Office Manager

Munich Re Group; Palo Alto (CA); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Medical plan (subsidized)

Vision & dental coverage

Life insurance

Disability insurance

401(k)

Flexible PTO

Parental leave

Job summary

Next Insurance in Palo Alto, CA is seeking an experienced Office Administrator/Facilities Coordinator to support day-to-day operations in our onsite office. You will partner with the Head of Workplace/Facilities to ensure a productive, welcoming environment for staff and visitors.

Ideal candidates have 2+ years in office administration or management, strong organizational skills, and proficiency with Google Suite, Slack, and ticketing systems.

Qualifications

• Associates or Bachelor's degree in hospitality, human resources, facilities, or related fields preferred.
• Minimum 2 years experience as an office admin and/or manager or similar administrative role.
• Excellent organizational and multitasking skills with strong attention to detail.
• Proficiency in Google Suite, Slack, and ticketing systems.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Ability to interface with executive leadership and be the face of the office.
• Able to be onsite 5 days a week during core business hours.

Responsibilities

• Oversee and manage daily office operations to ensure efficiency, happiness, and productivity.
• Acting as the face of the office and the point of contact with building management, internal employees & cross-functional partners
• Coordinate administrative activities, including managing vendor schedules, company meetings, onsite offsites, greeting and touring visitors/candidates, etc.
• Exhibit supreme attention to detail to provide a sparkling workspace that's inviting and clean.
• Ensuring the office environment is on-brand and reflects the values of NEXT.
• Coordinate and execute engaging events like company milestones, weekly brunches, holiday parties, and surprise & delight moments.
• Maintain office supplies inventory and ensure proper stocking levels.
• Handle incoming and outgoing correspondence, including emails, Slacks, tickets, and occasional phone calls.
• Sorting, routing mail to the proper department; sometimes scanning important claims or financial related materials.
• Manage office budgets and expenses.
• Assist in People-related tasks such as tours, hosting visitors/candidates, and setting the tone to provide an uplifting office experience.
• Implement and maintain office policies and procedures to uphold organizational standards.
• Coordinate office maintenance and repairs, liaising with vendors and service providers.
• Assist in special projects as needed.
• Overseeing office moves, reshuffles, furniture placement, and upgrades to the built environment.
• Prep space as needed for specific meeting types (e.g. onsites, trainings, all-hands, partner meetings, events, etc.).

Skills

Office management

Google Suite

Slack

Communication

Organization

Education

Bachelor's degree or Associate's degree

Tools

Ticketing systems

Job description

Location: Palo Alto, CA (onsite)

NEXT’s mission is to help entrepreneurs thrive. We’re doing that by building the only technology-led, full-stack provider of small business insurance in the industry, taking on the entire value chain and transforming the customer experience.

Simply put, wherever you find small businesses, you’ll find NEXT.

Since 2016, we’ve helped hundreds of thousands of small business customers across the United States get fast, customized and affordable coverage. We’re backed by industry leaders in insurance and tech, and we still have room to grow—that’s where you come in.

Our People & Facilities Team makes sure Next Insurance is a phenomenal place to work every day. We’re responsible for building, growing and developing the careers of the extraordinary people who work here. This will be a unique role supporting a hybrid workplace and overseeing day to day office operations in our Palo Alto, CA office. You will report to the Head of Workplace/Facilities and be a close partner to site leaders in Palo Alto. Our ideal candidate will have the desire to constantly learn new things, always be willing to help, possess a positive & collaborative spirit, and can thrive with little supervision.

What You’ll Do:

• Oversee and manage daily office operations to ensure efficiency, happiness, and productivity.
• Acting as the face of the office and the point of contact with building management, internal employees & cross-functional partners
• Coordinate administrative activities, including managing vendor schedules, company meetings, onsite offsites, greeting and touring visitors/candidates, etc.
• Exhibit supreme attention to detail to provide a sparkling workspace that's inviting and clean.
• Ensuring the office environment is on-brand and reflects the values of NEXT.
• Coordinate and execute engaging events like company milestones, weekly brunches, holiday parties, and surprise & delight moments.
• Maintain office supplies inventory and ensure proper stocking levels.
• Handle incoming and outgoing correspondence, including emails, Slacks, tickets, and occasional phone calls.
• Sorting, routing mail to the proper department; sometimes scanning important claims or financial related materials.
• Manage office budgets and expenses.
• Assist in People-related tasks such as tours, hosting visitors/candidates, and setting the tone to provide an uplifting office experience.
• Implement and maintain office policies and procedures to uphold organizational standards.
• Coordinate office maintenance and repairs, liaising with vendors and service providers.
• Assist in special projects as needed.
• Overseeing office moves, reshuffles, furniture placement, and upgrades to the built environment.
• Prep space as needed for specific meeting types (e.g. onsites, trainings, all-hands, partner meetings, events, etc.).

What We Need:

• Associates or Bachelor's degree in hospitality, human resources, facilities, or related fields preferred.
• Minimum 2 years experience as an office admin and/or manager or similar administrative role.
• Excellent organizational and multitasking skills with strong attention to detail.
• Proficiency in Google Suite, Slack, and ticketing systems.
• Strong communication and interpersonal skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• Problem-solving skills with a proactive and resourceful approach.
• Ability to maintain confidentiality and handle sensitive information with discretion.Flexibility to adapt to changing priorities and deadlines.
• Motivated with a passion for organization and administration
• Able to interface with executive leadership and be the face of the office.
• Able to be onsite 5 days a week during core business hours.

Unstoppable Qualities:

• Familiarity with People processes and basic accounting principles.
• Space planning, workplace/facilities certification.

The range displayed on this job posting reflects the minimum and maximum target for new hire base salaries for the position in the location(s) listed. Within the range, individual pay is determined by additional factors, including, without limitation, job-related skills, experience, and relevant education or training. ERGO NEXT employees are also potentially eligible for our annual performance-based incentive program, in addition to our benefits package, consisting of our partially subsidized medical plan, fully subsidized vision/dental options, life insurance, disability insurance, 401(k), flexible paid time off, parental leave and more.

US annual base salary range for this full-time position:

$70,000 - $95,000