Office Manager

ERGO NEXT Insurance; Palo Alto (CA); On-site; USD 70,000 - 95,000; Full time

Job summary

ERGO NEXT Insurance in Palo Alto, CA seeks an Office Admin & Facilities Coordinator to manage daily operations, greet visitors, and support a range of facilities tasks. The role focuses on maintaining an organized, on-brand workspace and delivering top-notch service to employees and partners.

You will coordinate meetings, events, and vendor relationships, helping create a welcoming, efficient workplace while supporting the People & Facilities Team and site leaders.

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.
• 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.

Responsibilities

• Oversee 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

Google Suite

Slack

Ticketing systems

Organizational skills

Multitasking

Strong communication

Interpersonal skills

Confidentiality

Independence and collaboration

Education

Associate or Bachelor’s degree in hospitality, HR, facilities or related fields

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.

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.

US Annual Base Salary Range For This Full-time Position $70,000—$95,000 USD

Don’t meet every single requirement? Studies have shown that some underrepresented people are less likely to apply to jobs unless they meet every single qualification. At ERGO NEXT, we are dedicated to building a diverse, inclusive and respectful workplace, so if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply anyways. You may be just the right candidate for this or other roles.

One of our core values is 'Play as a Team'; this means making sure everyone has an equal chance to participate and make a difference. We win by playing together. ERGO Next Insurance is an equal opportunity employer and prioritizes building a diverse and inclusive workplace. We provide equal employment opportunities to all employees and applicants of any type and do not discriminate based on race, color, religion, national origin, gender, age, sexual orientation, physical or mental disability, genetic information or characteristic, gender identity and expression, veteran status, or other non-job-related characteristics or other prohibited grounds specified in applicable federal, state, and local laws. ERGO Next's policy is to comply with all applicable laws related to nondiscrimination and equal opportunity and will not tolerate discrimination or harassment based on any of these characteristics. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.