Office Manager

• Location: Milwaukee, Wisconsin
• Type: Contract
• Job #12888

DataStaff, Inc. is seeking an Office Manager for a contract opportunity with one of our direct clients in Milwaukee, WI.
 

We are seeking an experienced, personable, and highly organized Office Manager to oversee daily office operations, support senior leadership, and help create an engaging and professional workplace environment at our North American headquarters in Milwaukee, Wisconsin.

This position serves as a central point of contact for employees, visitors, customers, business partners, and vendors. The ideal candidate is a proactive problem-solver who enjoys working with people, managing multiple priorities, and ensuring that office operations run efficiently.

In addition to overseeing administrative and facility-related activities, this individual will coordinate employee events, support executive leadership, manage vendor relationships, and collaborate with departments throughout the organization.

Our client embraces emerging technologies, including artificial intelligence (AI), to improve efficiency and business performance. Candidates should be comfortable using modern technology and demonstrating practical ways AI can enhance everyday administrative processes.

Key Responsibilities

Office Administration & Front Desk Operations

• Serve as the primary point of contact for visitors, employees, customers, and business partners, providing a welcoming and professional experience.

• Manage visitor registration, office access procedures, and incoming telephone communications.

• Coordinate conference room scheduling, meeting reservations, and general office logistics.

• Maintain inventory of office and breakroom supplies, coordinate purchasing, and monitor expenditures against established budgets.

• Track and submit office-related expenses and invoices to the Finance department.

• Oversee incoming and outgoing mail, packages, and deliveries, ensuring timely distribution.

• Coordinate relationships with approved service providers and vendors to maintain an organized, safe, and professional office environment.

• Maintain office policies, procedures, vendor contracts, building information, security documentation, and landlord contacts within SharePoint.

Employee Engagement & Workplace Experience

• Collaborate with internal departments to promote a positive, productive, and inclusive workplace culture.

• Plan and coordinate approved employee activities, catered lunches, recruitment events, and other workplace initiatives.

• Support employee engagement programs, internal communications, and office events.

• Coordinate logistics for departmental meetings, leadership gatherings, training sessions, and lunch-and-learn programs.

• Assist employees and visitors with reservations at preferred local hotels when standard corporate travel booking options are unavailable.

• Partner with the People & Culture/Human Resources team to support new employee onboarding and employee departures.

• Document and promptly report workplace emergencies, safety incidents, and potential workers' compensation matters to the appropriate HR contacts.

Departmental Coordination & Vendor Management

• Provide administrative and logistical support for customer, partner, and internal business meetings.

• Coordinate meeting space, visitor access, catering, and other event requirements.

• Maintain accurate meeting records, including meeting hosts, schedules, attendance, and logistical details.

• Work with department leaders to coordinate secure document disposal and file purging in accordance with applicable records retention policies.

• Maintain productive relationships with external vendors, service providers, and internal stakeholders.

Facilities & Building Management

• Act as the primary liaison between building management, the landlord, Finance, and internal leadership regarding office facilities.

• Assist with reviewing lease-related expenses, utilities, common area maintenance (CAM) charges, and annual reconciliations to ensure alignment with lease agreements.

• Administer office access badges and security systems, including vendor coordination, expense monitoring, and employee compliance.

• Identify, document, and communicate maintenance issues to building management and appropriate internal contacts.

• Ensure required federal, state, and local workplace notices are properly displayed and maintained.

• Support business continuity and disaster recovery (BCDR) planning related to office facilities and building operations.

Executive Administrative Support

• Provide administrative support to multiple Vice President-level executives.

• Manage complex executive calendars, schedule meetings, resolve scheduling conflicts, and coordinate competing priorities.

• Arrange executive travel, conferences, leadership meetings, and special events.

• Prepare meeting agendas, coordinate logistics, and assist with follow-up activities.

• Process executive expense reports, invoices, and other administrative documentation.

• Maintain organized electronic and physical filing systems and handle confidential business information professionally.

• Provide additional administrative assistance to senior leadership as business needs evolve.

Required Qualifications

• Minimum of 3 years of professional experience in office management, administrative operations, executive support, or a closely related position.

• Proficiency with Microsoft 365 applications, including Outlook, Word, Excel, Teams, and SharePoint.

• Experience coordinating office operations, managing competing priorities, and supporting multiple stakeholders.

• Strong organizational skills, exceptional attention to detail, and effective time management.

• Excellent verbal and written communication skills, with the ability to interact professionally with employees, executives, customers, and vendors.

• Demonstrated ability to build positive working relationships and collaborate across departments.

• Strong analytical, creative thinking, and problem-solving capabilities.

• Ability to work independently, take initiative, and anticipate operational needs.

• Comfortable managing multiple projects and deadlines in a fast-paced business environment.

• Positive, energetic, and service-oriented approach to supporting employees and visitors.

• Professional demeanor and the ability to exercise sound judgment and discretion.

• Experience contributing to a welcoming, engaging, and collaborative workplace culture.

• Practical experience using artificial intelligence tools to streamline administrative workflows, automate routine tasks, improve productivity, or support decision-making. Advanced technical or AI development expertise is not required.

• Willingness to explore new technologies and continuously improve existing processes.

• Must reside in or within commuting distance of Milwaukee, Wisconsin.

• Ability to lift, carry, and move office materials weighing up to 25 pounds.

Ideal Candidate

The successful candidate will be a resourceful, approachable professional who enjoys balancing operational responsibilities with employee and executive support. This individual should be comfortable taking ownership of office activities, identifying opportunities for improvement, and maintaining a welcoming environment for everyone who visits or works in the office.

We are particularly interested in candidates who demonstrate initiative, adaptability, excellent interpersonal skills, and a genuine commitment to delivering a positive workplace experience.

Work Environment & Schedule

This is a hybrid position based in Milwaukee, Wisconsin, requiring an onsite presence Monday through Thursday from 8:00 AM to 5:00 PM, with remote work generally available on Fridays. Schedule adjustments may occasionally be necessary to accommodate meetings, events, or operational requirements. Some business travel may be required.

DataStaff offers W-2 employment opportunities with a competitive benefits package. Many of our positions include access to medical, dental, and vision insurance, as well as paid vacation, sick leave, and holidays. Recognizing that many of our assignments are long-term, DataStaff also offers a 401(k) retirement savings plan, with employees becoming eligible after six months of employment.