Office Manager

McCarthy Holdings, Inc.; St. Louis (MO); On-site; USD 58,000 - 78,000; Full time

Job summary

McCarthy Holdings, Inc. seeks an Office Manager to ensure smooth day-to-day operations and foster a productive, welcoming environment for employees and visitors.

You will oversee office systems, facilities, supplies, vendors, and administrative support, acting as the go-to person for logistics and coordination. The role requires 7+ years of experience, strong organizational and communication skills, and comfort managing budgets and direct reports.

Qualifications

• 7+ years’ experience in office coordination, facilities, or administrative operations in fast-paced, collaborative and dynamic environments.
• Strong organizational, multitasking, and communication skills.
• Advanced proficiency in calendar and email management tools (e.g., Microsoft Office, Outlook, Google Workspace).
• Comfortable managing direct reports, vendors, contracts, and budgets.
• Excellent written and verbal communication skills.
• Strong attention to detail, discretion, and ability to anticipate needs.
• Ability to assist a variety of stakeholders with competing priorities and meet deadlines.
• Maintain strict confidentiality regarding personnel matters, financial data, executive activities, and other sensitive organizational information.

Responsibilities

• Oversee daily office operations, including supplies, equipment, shared spaces, facilities management, and safety/compliance.
• Serve as primary liaison for building management and vendors; manage relationships, service agreements, renewals, and issue resolution.
• Manage the office G&A budget, including purchasing supplies, snacks, and technology, with timely invoice reconciliation and payment.
• Coordinate onboarding/offboarding, workspace setup, system access, seating, distribution lists, and I-9 processing.
• Partner with leadership to coordinate communications, events, employee engagement, and culture initiatives.
• Keep executives informed of office events, milestones, achievements, and visits.
• Supervise, coach, and develop direct reports to support high performance.
• Manage office logistics: seating, parking, visitor management, renovations, and reconfigurations.
• Primary liaison with IT for hardware procurement, software access, and equipment support.
• Develop and maintain office procedures, records management, and filing systems with confidentiality and policy compliance.
• Identify and implement process improvements to enhance efficiency and employee experience.
• Maintain confidentiality regarding personnel, financials, executive activities, and other sensitive information.
• Lead or participate in special projects and other responsibilities as assigned.

Skills

Office coordination

People management

Communication skills

Calendar/Email management

Budget management

Attention to detail

Stakeholder support

Confidentiality

Tools

Microsoft Office

Outlook

Google Workspace

Job description

The Office Manager ensures the smooth day-to-day operation of the office and supports a productive, efficient, and welcoming environment for employees and visitors. This role manages office systems, facilities, supplies, vendors, and administrative support functions, serving as the go-to person for office logistics and coordination.

Reporting & Working Relationships

• Reports directly to the Corporate Senior HR Business Partner
• Supervise office administrative and front desk staff including Receptionist and Mail Room support team.
• Serves as primary contact for office staff, leadership, vendors, and select clients.
• Collaborate with corporate, regional and national administrative peers.

RESPONSIBILITIES

• Oversee daily office operations, including supplies, equipment, shared spaces, facilities management, and compliance with office safety, security, and cleanliness standards.
• Serve as the primary liaison for building management and external vendors; manage vendor relationships, service agreements, renewals, and issue resolution.
• Manage the office G&A budget, including purchasing supplies, snacks, and technology, while ensuring timely reconciliation and payment of invoices and expenses.
• Coordinate onboarding and offboarding activities, including workspace setup, system access, seating assignments, distribution lists, and E-Verify (I-9) processing.
• Partner with office leadership to coordinate office communications, business events, employee engagement activities, and culture initiatives.
• Keep corporate executives informed of office events, milestones, achievements, and executive visits.
• Supervise, coach, and develop direct reports to support high performance and evolving business needs.
• Manage office logistics, including seating assignments, parking, visitor management, renovations, and office reconfigurations.
• Serve as the primary liaison with IT for hardware procurement, software access, office technology, and equipment support.
• Develop and maintain office procedures, records management practices, and filing systems while ensuring confidentiality and compliance with company policies.
• Identify and implement process improvements that enhance operational efficiency and the employee experience.
• Maintain confidentiality regarding personnel matters, financial information, executive activities, and other sensitive business information.
• Lead or participate in special projects and other responsibilities as assigned.

QUALIFICATIONS

• 7+ years’ experience in office coordination, facilities, or administrative operations in fast-paced, collaborative and dynamic environments.
• Strong organizational, multitasking, and communication skills.
• Advanced proficiency in calendar and email management tools (e.g., Microsoft Office, Outlook, Google Workspace).
• Comfortable managing direct reports, vendors, contracts, and budgets.
• Excellent written and verbal communication skills.
• Strong attention to detail, discretion, and ability to anticipate needs.
• Ability to assist a variety of stakeholders with competing priorities and meet deadlines.
• Maintain strict confidentiality regarding personnel matters, financial data, executive activities, and other sensitive organizational information.

McCarthy is proud to be an equal opportunity employer, including disability and protected veteran status.

NOTICE TO EXTERNAL SEARCH FIRMS:

McCarthy’s Talent Acquisition Team is the only authorized representative permitted to engage with external search firms, staffing agencies, or other third-party recruiting partners. McCarthy maintains an Approved Agency List for recruiting partners, which is reviewed and updated annually.

McCarthy will only consider submissions from agencies with a signed fee agreement in place for the current year. McCarthy does not accept unsolicited resumes, candidate submissions, or referrals from agencies that do not meet these requirements.

If a candidate is submitted without an active agreement, McCarthy will have no obligation to pay any fees and reserves the right to contact, engage, interview, or hire such candidate(s) without any financial or other responsibility to the submitting agency. Unsolicited resumes, including those sent directly to hiring managers or other employees, will be considered the property of McCarthy.