Note: The job is a remote job and is open to candidates in USA. DataSpring is a healthcare data company that helps improve how essential information flows across the healthcare system. The Office Manager, Multi-Site Operations oversees workplace operations, facilities management, office services, vendors, budgets, and administrative support across the Washington, DC and Louisville, KY offices. The role supervises office operations staff, supports workplace safety and compliance, and ensures consistent employee and visitor experiences across both locations.
Responsibilities
- Lead daily operations for two office locations, ensuring consistent service delivery, employee support, and workplace standards
- Establish and maintain office procedures, workplace standards, and operating guidelines across both locations
- Monitor office operations, identify improvement opportunities, and implement solutions that enhance efficiency and employee experience
- Serve as the primary escalation point for office-related issues requiring resolution
- Develop and maintain operational documentation, workplace procedures, and business continuity plans
- Ensure office environments are safe, functional, organized, and welcoming
- Coordinate facility maintenance, repairs, upgrades, and preventative maintenance activities
- Serve as primary liaison with landlords, property management firms, and building operations teams
- Monitor workplace conditions and proactively address operational concerns
- Manage office moves, space planning initiatives, workstation changes, and workplace improvement projects
- Serve as the primary point of contact for workplace technology and office systems, maintaining operational knowledge of conference room technology, audiovisual equipment, printers, and other workplace infrastructure while partnering with IT to support ongoing functionality and user needs
- Lead workplace initiatives that enhance employee engagement, collaboration, and productivity
- Oversee office hospitality, conference room operations, visitor management, and employee amenities
- Manage facility access, office security, and visitor protocols, including badge administration, access permissions, and visitor sign-in processes
- Coordinate and support onsite meetings and events by managing facility readiness, vendor coordination, room setup, and day-of operational support
- Ensure consistent execution of workplace standards and employee support services across both locations
- Provide direct supervision for assigned office operations staff, including responsibility for onboarding, training, coaching, performance management, and employee development
- Assign, prioritize, and monitor work to ensure timely completion of operational responsibilities
- Identify operational staffing needs and recommend resource requirements to support effective office operations
- Provide day-to-day coordination, direction, and operational leadership for office support personnel across both locations, including individuals who may not have a direct reporting relationship to the role
- Manage relationships with office vendors, service providers, contractors, and workplace partners
- Manage service agreements and monitor vendor performance against expectations to ensure quality service delivery
- Coordinate procurement of office supplies, furniture, equipment, and workplace services
- Review invoices, manage vendor-related expenses, and support budget administration activities
- Support development and management of office operating budgets for both locations
- Track expenses, monitor spending trends, and identify cost-saving opportunities
- Manage invoice processing and ensure timely payment of office-related expenses
- Prepare operational reports and workplace metrics for leadership review
- Partner with departmental leaders to understand workplace and operational needs and support effective solutions
- Communicate office updates, operational changes, and workplace initiatives to employees and leadership
- Support executive visits, board meetings, and other high-profile organizational activities
- Collaborate with IT, People & Culture, Finance, Legal, and Compliance teams to ensure coordinated operational support
- Administer office access systems, badges, keys, and visitor protocols
- Coordinate onboarding and offboarding activities related to workplace access and resources
- Support workplace safety initiatives, emergency preparedness programs, and security protocols
- Ensure office operations comply with relevant policies, safety requirements, and building regulations
Skills
- This position will require the ability to travel up to 25% of the time
- * Demonstrated experience overseeing multiple office locations
- * Experience managing budgets, vendors, contracts, and workplace projects
- * Demonstrated ability to lead workplace initiatives and operational projects from planning through execution
- * Ability to lead organizational and workplace changes while maintaining continuity of operations and a positive employee experience
- * Proven ability to manage and prioritize competing deadlines and multiple initiatives simultaneously
- * Strong organizational, project management, and problem-solving skills
- * Excellent written, verbal, and interpersonal communication skills
- * Proficiency with Microsoft 365 and workplace management technologies
- * Demonstrated leadership, relationship management, problem-solving abilities, and influencing skills across diverse stakeholder groups
- * 7+ years of experience in office management, workplace operations, facilities management, business operations, or a related field
- * 3+ years of experience managing staff, teams, or cross-functional workplace operations
- * Experience supporting multiple office locations
- * Demonstrated experience managing workplace technology and office systems including conference room technology, audiovisual equipment, printers, and other workplace infrastructure
- * Experience supporting executive-level stakeholders preferred
- * Knowledge of workplace safety, emergency preparedness, and business continuity planning preferred
- * Experience supporting hybrid and distributed work environments preferred
- * Bachelor's degree in Business Administration, Operations Management, Hospitality, Facilities Management, or related discipline preferred
- * Facilities Management Professional (FMP), Certified Facility Manager (CFM), Project Management Professional (PMP), or related certification preferred
Benefits
- Medical coverage
- Dental coverage
- Vision coverage
- 401(k) with company contributions and matching
- Paid parental leave
- Tuition assistance
- Generous paid time off
- Fully remote environment
- Professional growth support
Company Overview