Office Experience Manager

Job Description

Job Description

Imagine360 is seeking an experienced Office Experience Manager to join our team. The Office Experience Manager will work onsite / hybrid in our Wayne, PA Headquarters office. This role is responsible for creating a welcoming and professional environment, managing front desk operations, and providing administrative support to ensure smooth day-to-day office functions. As a cross-functional player, this employee will partner with several departments throughout the week. The Office Experience Manager must demonstrate sound judgment, have the ability to make quick and resolute decisions, act with authority in managing office-related escalations, and ensure consistent office operations and a safe work environment.

This role requires working onsite in our Wayne, PA office three to four days a week

Duties / Responsibilities :

• Visitor Experience
• Serve as the first point of contact, ensuring all visitors receive a professional and welcoming experience.
• Prepare meeting spaces for client and executive meetings, including, refreshment, materials and technology set up.
• Manage visitor scheduling and coordinate logistics (parking, security access, directions).
• Act as the primary escalation point for visitor concerns, resolving issues quickly and decisively.
• Office Coordination
• Maintain front desk and office operations, including visitor sign-ins, deliveries, catering and reception.
• General upkeep of open employee areas (stocking kitchens, breakrooms, shared workspaces, and conference rooms).
• Maintain office directories, seating charts, and employee contact lists.
• Answer and direct incoming calls, emails, and messages and forward to the appropriate departments.
• Manage calendars for conference rooms, ensuring meetings are scheduled and rooms are prepared.
• Deep understanding of AV equipment within each conference room and ability to troubleshoot when needed or escalate to IT urgently .
• Monitor and address facility issues (repairs, maintenance, janitorial needs), escalating to building management or vendors when necessary.
• Serve as the first point of contact for internal office-related escalations, making quick decisions to minimize disruptions and ensure continuity.
• Other duties as needed.
• Event Support
• Coordinate logistics for on-site company events, client visits, team meetings and employee gatherings
• Partner with Human Resources on announcements, updates, and general communications regarding or involving the office,
• Assist with vendors, including researching comparative pricing, scheduling services and verifying work is performed.
• Support a Corporate Calendar of Events via Outlook and assist with office wide communications.
• Office Supplies
• Monitor office supply inventory and coordinate orders as needed.
• Maintain clean and organized kitchen areas throughout the office (including but not limited to ordering, restocking, and arranging products).
• Oversee equipment and supply needs for conference rooms and employee workstations, with a focus on efficiency and cost-conscious resource management.
• Security
• Enforce office security protocols, ensuring all visitors are properly logged, badged, and escorted.
• Act with authority to address security concerns, including escalating issues to leadership or security providers when appropriate.
• Maintain confidentiality of sensitive company and client information.
• Ensure compliance with safety regulations and emergency procedures (fire drills, evacuation plans, first-aid supplies).
• Professionalism
• Uphold the company's brand image by maintaining a polished and professional demeanor at all times.
• Exude the values of Imagine360 and ensure a warm, welcoming environment for all who enter.
• Demonstrate confident decision-making and act with authority in high-pressure or ambiguous situations.
• Anticipate office needs and proactively solve problems before they escalate.

Education and Experience :

Skills and Abilities :

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Imagine360 is a health plan solution company that combines 50+ years of self-funding healthcare expertise. Over the years, we've helped thousands of employers save billions on healthcare. Our breakthrough total health plan solution is fixing today's one-size-fits-none PPO insurance problems with powerful, customized, member-focused solutions. Interested in learning more, please visit www.imagine360.com.

Imagine360 is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.