Office Manager & Facilities Lead

Gravie; Minneapolis (MN); On-site; USD 56,000 - 74,000; Full time

Benefits offered by this job

Healthcare benefits

Paid time off

Parental leave (up to 16 weeks)

401k program

Transportation perks

Education reimbursement

Paw-ternity leave

Job summary

Gravie is looking for an Office Manager & Facilities Lead to run day-to-day operations at our Northeast Minneapolis office. You’ll be the on-site contact for the space, manage building relations, insurance and leases, and partner with leadership on long-term facilities strategy and events.

You will maintain a secure, functional office, oversee vendor contracts, plan meetings and employee engagement activities, and support onboarding, space planning, and budget forecasting as the company grows.

Qualifications

• 4+ years in office coordination or facilities roles.
• Strong organizational skills and attention to detail.
• Willingness to work on-site full-time, Monday–Friday at NE Minneapolis office.
• Occasional after-hours facilities needs.
• Ability to lift up to 35 lbs and move furniture.

Responsibilities

• Serve as primary on-site contact for the office and greet guests.
• Coordinate with building staff on access, maintenance, and tenant communications.
• Support the Chief Accounting Officer with insurance and lease-related requests and vendor compliance.
• Partner with the Chief of Staff on space planning, vendor strategy, and budgeting.
• Maintain a clean, organized office environment including supplies and catering.
• Own vendor relationships, contracts, scheduling, and maintenance resolutions.
• Manage internal meetings and company events, including engagement activities.
• Coordinate with HR on employee engagement activities on-site.
• Manage office systems such as security and keycard access.
• Oversee onboarding logistics for new hires including seating, tours, and parking.
• Track supplies, inventory, and expenses, forecasting budgets.
• Oversee space setup and general office organization for evolving needs.
• Communicate updates through internal channels.
• Triage facilities and IT issues on-site and escalate as needed.
• Prioritize day-to-day office needs and adapt to changing demands.

Skills

Office coordination

Facilities management

Vendor management

Budgeting & forecasting

Contract negotiation

Executive collaboration

Tools

FreshService

Prism

Access control tools

Job description

Hi, we’re Gravie. Our mission is to create health benefits that actually benefit small and midsize businesses and their employees. Our innovative benefit solutions and services are developed and delivered by a diverse group of unique people. We encourage you to be your authentic self - we like you that way.

At Gravie, we're redefining how people experience health benefits, and our office is often the first impression of that experience, for employees and visitors alike. As our Office Manager & Facilities Lead, you will be responsible for the day-to-day operations of our Northeast Minneapolis office and serve as the main point of contact for our building. This role ensures the office is organized, functional, and running efficiently, while also partnering with leadership on facilities strategy, lease and insurance needs, and the coordination of internal meetings and company events.

You Will

• Serve as the primary on-site contact for the office, welcoming guests and supporting employees with day-to-day office needs.
• Act as the main point of contact for the building, partnering with property management and building staff on access, maintenance, tenant communications, and after-hours needs.
• Support the Chief Accounting Officer with insurance and lease-related requests, including certificates of insurance, lease documentation, vendor insurance compliance, and renewal timelines.
• Partner with the Chief of Staff to support facilities management at a strategic level, including space planning, long-term vendor strategy, budget planning, and anticipating future office needs as the company grows.
• Maintain a clean, organized, and fully functional office environment, including supplies, mail, food and beverage, and general upkeep.
• Own vendor and service provider relationships, including contracts, scheduling, and resolution of maintenance and delivery needs.
• Own logistics for internal meetings, company events, and engagement events (monthly lunches, quarterly happy hours, etc).
• Coordinate with the HR team to support employee engagement activities throughout the space, helping bring culture and connection to life on-site.
• Manage office systems including security, keycard access, and facilities processes such as badge issuance/deactivation and vendor contract renewals.
• Own onsite new hire onboarding logistics, including first-day setup, office tours, seating chart assignments, and parking pass coordination.
• Track office supplies, inventory, and operational expenses, owning budget accuracy and forecasting.
• Oversee space setup and general office organization to meet evolving team needs.
• Communicate office updates and important information through internal channels.
• Serve as the on-site point of contact for facilities and IT issues, triaging requests and escalating to the appropriate team or vendor.
• Manage day-to-day prioritization of office needs and adapt to changing operational demands.

You Bring

• 4+ years of experience in office coordination, facilities, administrative roles, hospitality, customer service, or operations including:
  • Working independently and making day-to-day operational decisions, including vendor and budget management
  • Experience managing multiple priorities in a fast-paced environment
  • Experience and comfort partnering with executives and external building or property management contacts
• Proven organizational skills and attention to detail
• Proactive, solution-oriented mindset with strong ownership of responsibilities and/or projects
• Availability to work on-site full-time, Monday through Friday, at our NE Minneapolis office
• Availability for occasional after-hours facilities needs (estimated a few times per quarter)
• Comfortable with regular physical demands of the role which include ability to sit for extended periods, frequent walking, and lifting and carrying supplies up to 35 lbs and moving furniture for events

Extra Credit

• Experience coordinating office operations, meetings, or small-to-large events
• Familiarity with office systems such as FreshService, Prism, or access control tools
• Exposure to vendor coordination, contract negotiation, or facilities-related work
• Experience with commercial leases, certificates of insurance, or landlord/property management coordination
• CPR/First Aid certification or interest in serving as an on-site safety point of contact

A Little More About Us

• We know healthcare. Our company was founded and is still led by industry veterans who have started and grown several market-leading companies in the space.
• We have raised money from top tier investors who share the same long-term vision as we do of building an industry defining company that will endure over the long run. We are well capitalized.
• Our clients love us. Customer satisfaction rates among employees using Gravie health plans consistently rank above 80% – nearly 40 points above the industry average.
• Our culture is unique. We tend to be non-hierarchical, merit-driven, opinionated but kind people who thrive working in a high-performance, fast-paced environment. People at Gravie care deeply about making a positive impact in the lives of the people we serve.

Benefits

Our unique benefits program is the gravy, i.e., the special sauce that sets our compensation package apart. In addition to standard health and wellness benefits, Gravie’s package includes alternative medicine coverage, flexible PTO, up to 16 weeks paid parental leave, paid holidays, a 401k program, transportation perks, education reimbursement, and 2 days of paid paw-ternity leave.

Job Applicants

If you apply for employment with Gravie, personal information collected via our applicant tracking vendor is subject to our standalone California Job Applicant Notice at Collection, accessible directly within the application workflow and separate from this Policy.

Compensation Range: $55,536 - $74,048