Office Manager / Birmingham

Overview

The Office Manager plays a pivotal role in ensuring the smooth and efficient operation of our Birmingham office by overseeing facilities management, office administration, event planning, and cross-functional agency support, and serves as the backup for Business Services. This role is dynamic and will evolve as needed to support the agency’s changing priorities, requiring a proactive, adaptable, and solutions-oriented mindset.

The Office Manager will collaborate across teams, assisting with new business coordination, office operations, and schedule management. This person must be comfortable wearing multiple hats, stepping in where needed, and supporting various agency functions beyond their primary responsibilities.

This is a full-time, in-office position that requires a daily presence at our Birmingham office.

• Reports to: Vice President | Operations & HR

Qualifications

• 3-5+ years of experience in office management, administration, event planning, or facilities management
• Genuine enthusiasm for fostering a positive and vibrant company culture that enhances employee engagement and satisfaction
• A proactive and positive attitude with a strong sense of ownership and accountability
• Excellent organizational, multitasking, and problem-solving skills with strong attention to detail
• Excellent written and verbal communication skills
• Experience managing vendors, coordinating events, and handling facility-related responsibilities
• Ability to work independently, take initiative, and adapt to evolving responsibilities
• Ability to maintain confidentiality and handle sensitive information appropriately
• Proficiency in Microsoft Office Suite, Google Suite, and Keynote a plus
• Commitment to fostering a diverse, equitable, and inclusive workplace

Responsibilities

This job description will provide you with guidelines for understanding your responsibilities. These guidelines may change to meet the specific business needs of the Agency.

Overall

• Equip/promote people to do their best work. Be the go-to resource for employee support, onboarding, and safety procedures for the Birmingham office.

• Work hard and play hard. Nurture our genuine culture. Create opportunities that help employees feel they work at America’s most admired and sought-after workplace (Eat Something Great monthly luncheons, milestone anniversaries, holiday celebrations, and other special events).

• Minimize confusion and redundancy. Continuously look for better ways to do something great. Identify areas for improvement and develop strategies to increase efficiency and productivity for Business Services team overall and within the construct of any project being worked on.

• Use resources wisely. Protect Lewis’ investment in our people by effectively managing the recreational budget with Business Services.

Office Administration & Employee Support

• Act as the primary point of contact for office operations, facilities, and administrative support.

• Maintain a functional, safe, productive, and engaging work environment for employees.

• Collaborate with other Office Managers as “one Lewis” to ensure a consistent and unified office experience.

• Assist in maintaining office policies and procedures, ensuring adherence to best practices.

• Manage front desk operations, ensuring a welcoming environment for guests and employees.

• Supervise Business Services and provide cross-training opportunities.

• Manage on- and offboarding journeys for Birmingham employees and interns and support them in everything in between. Prepare workspaces, coordinate with IT for equipment setup, and provide office tours, security access, and parking.

• Identify opportunities to improve efficiency and streamline administrative processes.

• Provide support to Owners and VPs as needed.

• Oversee building maintenance, repairs, and vendor coordination (cleaning services, security, utilities, etc.).

• Ensure office safety and security, including monitoring security systems and managing building access.

• Conduct regular inspections to maintain a clean and functional work environment.

• Manage office supplies, furniture, and equipment procurement.

• Implement emergency preparedness and safety procedures.

• Maintain a pulse on the cultural well-being of the Birmingham office through facilitating employee feedback via conversations, observations, surveys, etc., to support and enhance overall team morale and to inform future focus and initiatives.

• Foster a positive and inclusive workplace culture through engagement initiatives, volunteer efforts, and relationship-building opportunities that nurture our genuine culture and foster belonging.

• Plan and execute company events, including client meetings on-site, as well as employee milestone celebrations, team gatherings, and holiday parties.

• Develop event budgets, timelines, and logistics while managing vendor relationships.

• Coordinate event details such as catering, venues, decorations, and attendee communications.

• Assist in new business coordination, including scheduling meetings, preparing spaces for client visits, and ensuring materials are available.

• Provide administrative and logistical support for high-profile meetings and client engagements.

• Step in for Business Services during absences, ensuring seamless office operations.

• Train on key Business Services duties to provide coverage when needed.

Success Factors

• Strong Communication Skills: Ability to communicate effectively across all levels of the agency

• Adaptability & Initiative: Comfort with evolving responsibilities and a proactive approach to problem-solving

• Enthusiasm and People-Oriented Mindset: Success in this role requires genuine enthusiasm for nurturing a positive and vibrant company culture. The individual should lead by example, be responsive and attentive to the team’s needs, be helpful at all times, and go above and beyond to enhance overall team morale.

• Organizational and Time Management: It is crucial to manage multiple responsibilities effectively and independently in a dynamic work environment. Strong organizational and time management skills will enable the individual to handle office operations, employee engagement initiatives, and various administrative tasks efficiently, adding more value to everything accomplished.

• Problem-Solving Skills: Being resourceful and proactive in addressing office-related issues, employee concerns, and culture development challenges will contribute to success in this multifaceted role.

• Collaboration and Teamwork: Willingness to support various teams and work cross-functionally.

This is an exciting opportunity to join our dynamic team and play a key role in keeping our office running smoothly. Apply today to be considered for this position!

At Lewis, we are dedicated to building a diverse, inclusive, and authentic workplace, so if you're excited about this role but your past experience aligns differently with some qualifications in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.