Office Operations Specialist - Nashville

SoftwareOne; Nashville (TN); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Generous bonus structure

Company-paid parking

Learning and development opportunities

Comprehensive medical coverage

401k with employer matching

Job summary

SoftwareOne is seeking an Office Operations Specialist in Nashville, TN. You will warmly greet visitors, manage front desk operations, and support multiple on-site departments while coordinating vendor contracts and budgets.

You will also partner with internal teams to enhance the in-office experience, organize events, and assist with onboarding and emergency reporting. This in-person role is hybrid, with Friday remote flexibility.

Qualifications

• Demonstrated experience using AI to improve workflows, automate tasks, or enhance decision-making.
• 3+ years in admin/office management roles.
• Proficient with MS365 suite of products.

Responsibilities

• Greet visitors, manage sign-in, answer calls, coordinate meeting room bookings.
• Oversee office expenses, mail, vendor contracts, and SharePoint policies.
• Support executive calendars, travel, meetings, and events; assist with onboarding and onboarding activities.

Skills

AI in workflows

3+ years admin/office mgmt

MS365 proficiency

attention to detail

organization & time management

communication & interpersonal skills

team player

problem-solving

Tools

MS 365

Job description

Why SoftwareOne?

SoftwareOne and Crayon have come together to form a global, AI-powered software and cloud solutions provider with a bold vision for the future. With a footprint in over 70 countries and a diverse team of 13,000+ professionals, we offer unparalleled opportunities for talent to grow, make an impact, and shape the future of technology. At the heart of our business is our people. We empower our teams to work across borders, innovate fearlessly, and continuously develop their skills through world-class learning and development programs. Whether you're passionate about cloud, software, data, AI, or building meaningful client relationships, you’ll find a place to thrive here. Join us and be part of a purpose-driven culture where your ideas matter, your growth is supported, and your career can go global.

The role

Job Summary

The Office Operations Specialist plays a critical role in our company’s success, and their strength lies in building deep partnerships with co-workers, customers, partners, vendors, various departments, and Management ensuring that all interactions with the company are uplifting and inclusive.

As the first person our employees and customers will have contact with, your positive, friendly, and warm greeting puts people at ease and makes them feel welcome. In between assisting visitors and supporting our on-site departments, your day will be fast paced, challenging, and rewarding. This role is made for those with excellent people skills and a passion for positivity.

This is an in-person position located in Nashville, TN. This role is in-office Monday through Thursday, 8:00AM – 5:00PM working remote on Friday, with some exceptions.

Role & Responsibilities

Front Desk & Administrative Office Responsibilities

• Greeting visitors and guests professionally and provide assistance as needed.
• Oversee visitor sign-in procedures.
• Answering, screening, and directing phone calls.
• Coordinate meeting room reservations.
• Maintaining shared office supplies and breakroom supplies; and placing orders when neededwhile keeping expenses within approved budget.
• Track and submit office expenses and breakroom expenses to finance.
• Oversee receival and sorting of incoming mail and deliveries, delivering mail to appropriate departments, and managing outgoing mail.
• Manage approved vendor contracts associated with maintaining a safe, secure and pleasing office atmosphere.
• Manage and Maintain Milwaukee Office Policies & Procedures SharePoint site including Vendor information w/contracts, Landlord points of contact, Building Rules & Regulations, Security systems w/policies & procedures.

Employee Experience Responsibilities

• Partner with all local departments to enhance the in-office experience and forge an emotional connection between employees and the brand.
• Point of Contact for P&C approved employee events including but not limited to office-wide catered lunches, recruitment activities. Communicate and organize necessary details for Milwaukee based employees
• Support onsite events, communications, and encourage Milwaukee FunCo participation.
• Point of Contact for Revenue Enablement lunch and learns, and NORAM leadership meetings. Communicate and organize necessary details for such meetings in office
• Point of Contact to assist with reservations at preferred local hotels for employees & visitors not able to access Concur travel.
• Assist P&C with new hire onboarding and departure activities as requested.
• Point of contact to document and report all employee emergency situations, including potential Workers Compensation incidents immediately to P&C.

Department & Vendor Responsibilities

• Point of Contact to support Partner & Customer meeting host, including but not limited to office access, meeting set up, local catering providers. Track meeting logistics including host name, date/time, number of attendees in.
• Manage the purge of on-site department files in compliance with each department’s retention and destruction policies.

Building Services Responsibilities

• Liaison between Milwaukee landlord and Finance to ensure all Lease, Electrical, CAM and annual reconciliations are within lease terms.
• Serve as Point of Contact for office badge access/security systems. This includes vendor management, cost management within budget, and employee compliance.
• Manage & document all facility maintenance issues to Landlord and Management as discovered.
• Ensuring federal and local required postings are up to date and displayed.
• BCDR Plan – responsible for supporting MKE BCDR plan as it relates to Building Services as requested by SWO BCDR Coordinator.

Executive Support

• Effectively manage the calendars of a VP executive, including scheduling meetings, appointments, and travel arrangements (if desired). Coordinate negotiation of double-booking and rescheduling of conflicts in an efficient and effective manner.
• Organize and coordinate meetings, conferences, travel arrangements, and events attended or hosted by leadership personnel, including scheduling, agenda preparation, logistics management, and follow-up activities.
• Provide general administrative support to the supported VP, including managing expenses, processing invoices, maintaining filing systems, and other administrative tasks as needed.
• Ensure the supported VP’s team has an accurate DL.

Some Travel May be Required

What we need to see from you

What you offer

• Demonstrated experience using AI in a practical, applied way - such as improving workflows, automating tasks, enabling better decision-making, or increasing impact in prior roles. This does not require deep technical or engineering expertise in AI; we value applied use, experimenting, and a mindset of curiosity and continuous learning.
• 3+ years of work experience in an admin/office management role
• Demonstrated ability to being an integral part of building a positive, productive, professional and fun office culture
• Proficient with MS365 suite of products
• Must have exceptional attention to detail
• Strong organization and time management skills, and ability to prioritize
• Must be a team-player with high energy, a positive attitude and the ability to quickly build rapport and trust with internal and external clients
• Must be a self-starter and driven
• Ability to think creatively
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical abilities
• Ability to multi-task and prioritize in a fast-paced and dynamic work environment
• Proven track record of partnering with cross-functional teams
• Performs well under pressure/deadlines
• Professional appearance and manner
• Must have ability to lift, carry and move up to 25 pounds
• Physically located in Nashville, TN.

Success Criteria

• Office admins support request completion rate

Organizational Alignment

• This role reports to the Presidential Admin & Strategic Support Team Manager.
• Works with the strategic support team of EAs and office operations specialists, as well as the local Milwaukee team and NORAM leadership

What we offer

• Generous pay with bonus structure (quarterly or bi-annual depending on the role)
• Independent environment without a lot of red tape where you are empowered to make decisions
• Substantial benefits package that includes:

• • Full suite of medical coverage with A+ carriers, Dental, and Vision with strong employer contributions plus additional voluntary coverage available for Pets, Identity Theft Protection, Accident & Critical Illness
  • 401k program with employer matching 50% up to the first 10% of employee’s contributions
  • Wellness plan that includes credits to premiums and employer contributions towards the savings plan of your choice
  • Access to EAP and concierge services plus pre-paid legal at no cost
  • Abundant time off that includes paid holidays, floating holidays, your birthday off, a volunteer day, and discretionary time off (DTO)
  • Employee stock purchase plan
  • Learning and development opportunities galore, tuition reimbursement, and much more!
  • Specific to Nashville and Milwaukee-based office employees: company-paid parking

• Winning culture, inclusive environment, and friendly people all over the world
• A remote-friendly organization, with colleagues working remotely either part or full-time

Target compensation for this role will be $65K - $70K USD(mix of base salary and bonus). Actual offers may be higher or lower than this range and will be determined based on a variety of factors, including (but not limited to) candidates’ qualifications, experience, education, and work location.

We are not able to consider candidates residing in the state of Hawaii currently.

Job Function

Sales

Accommodations

SoftwareOne welcomes applicants from all backgrounds and abilities to apply. If you require reasonable adjustments at any point during the recruitment process, email us at [e-mail].

Please include the role for which you are applying and your country location. Someone from our organization that is not part of the decision-making process will be in touch to discuss your specific needs and we will make every effort to accommodate you. Any information shared will be stored securely and treated in the strictest of confidence in line with GDPR.

At SoftwareOne, we are committed to providing an environment of mutual respect where equal employment opportunities are available to all applicants and teammates without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. Additionally, we encourage experienced individuals that have taken an intentional career break and are now prepared to return to work to explore our SOAR program.