Office Manager / Nashville

Overview

We're looking for an Office Manager to keep our Nashville office running smoothly. This role is all about handling office logistics, coordinating events, and supporting our team. We need someone who's ready to jump in and do whatever it takes to keep things in great shape—a go-to person with a positive attitude who everyone enjoys being around. You'll be keeping us organized, taking care of the team, and adding some fun to our day-to-day. Plus, you'll provide admin support to the Nashville leadership team as needed. In short, if you’re proactive, organized, and love making work a better place, this is the job for you!

This is an in-person role for our Nashville office.

• Reports to: Vice President | Operations & HR

Qualifications

• 5+ years of relevant office management experience
• Excellent written and verbal communication skills
• Demonstrated understanding of diversity, equity, and inclusion principles, with a commitment to promoting an inclusive work environment
• Genuine enthusiasm for fostering a positive and vibrant company culture that enhances employee engagement and satisfaction
• Attention to detail
• Proficiency in Sage, Microsoft Office Suite, Google Suite, and Keynote
• HR experience a plus

Overall How You'll Contribute

• Keep the Office Running: Handle all the day-to-day tasks to make sure the office is functional, safe, productive, and a place where people want to be.
• Support the Team: Be the go-to person for employee support, onboarding, and emergency procedures. Your goal is to help everyone do their best work.
• Assist Leadership: Provide support to the Owners and VPs when they need it.
• Work Together: Team up with other Office Managers across Lewis, backing each other up as needed.
• Build Community: Help lead volunteer efforts and relationship-building activities that strengthen our culture and make everyone feel like they belong.
• Keep a Pulse on Culture: Stay in tune with the vibe of the Nashville office by talking to people, making observations, and gathering feedback to help keep morale high and guide future initiatives.
• Manage Wisely: Use the recreational budget effectively to ensure we’re making the most of our investment in our people.
• Lend a Hand: Provide administrative support to the Account Service team as needed.

Office Operations

• Welcome clients and guests, making them feel at home.
• Manage the onboarding and offboarding process for Nashville employees and interns and support them throughout their time here.
• Keep the team in the loop about office happenings and events.
• Handle mail and packages, including shipping.
• Keep snacks and supplies stocked and organized in the kitchen, pantry, conference rooms, and supply room.
• Manage monthly reports, track expenses, reconcile office credit cards, and submit expense reports for the Nashville leadership team when needed.
• Work with Accounting to handle Accounts Receivable/Payable.
• Take on various administrative tasks and special projects as they come up.
• Set up workspaces for new employees and coordinate with IT for computer and equipment needs.
• Manage the purchase of new supplies and equipment.

Event Planning & Coordination

• Keep track of the recreational budget and update the VP of Operations & HR quarterly.
• Share plans for upcoming employee events with the VP of Operations & HR every quarter.
• Plan and organize all Nashville office events—everything from monthly lunches to meetings and parties. This includes booking venues, arranging catering, and organizing entertainment if needed.
• Handle team celebrations and gifts for milestones like work anniversaries, baby showers, weddings, and more.
• Take care of cleanup after in-office events, lunches, and meetings.

Facilities Management

• Keep the office clean and organized, including conference rooms, break areas, and the kitchen. Run the dishwasher and water plants.
• Oversee office facilities and work with building management for any maintenance, repairs, or after-hours HVAC needs.
• Manage door access cards and coordinate the lock schedule.
• Arrange workspace seating for the team and handle the offsite storage unit.

Account Coordination

• Open projects in Sage and generate reports as needed
• Assist in researching new advertising channels and opportunities for client campaigns.
  
• Help manage campaign timelines to ensure deadlines are met.
  
• Provide admin support to the account team by scheduling meetings, preparing materials, and organizing files.
  
  

This position involves carrying and lifting office-related items, setting up event spaces, and occasional travel to other office locations and to off-site events/activities as scheduled.

At Lewis, we are dedicated to building a diverse, inclusive, and authentic workplace. If you're excited about this role but your past experience doesn't perfectly match every qualification in the job description, we encourage you to apply anyway. You may be just the right candidate for this or other roles.