Office Manager​/Senior Admin

Job #: 181

Category: Administrative

Posted: 2/11/2026

The Office Experience Manager/ Senior Admin is the face of HaloMD's new corporate headquarters and the go-to person for keeping the office running smoothly. This in‑office role is responsible for day‑to‑day office operations, facilities management, guest experience, and creating a welcoming, well‑stocked, and organized workplace. This role also partners closely with the HR team on special projects, employee engagement initiatives, and HR Helpdesk ticket management.

HaloMD specializes in Independent Dispute Resolution (IDR) through The No Surprises Act and state regulations for out‑of‑network healthcare providers, leveraging advanced technology and deep industry expertise to secure optimized reimbursements.

The Office Experience Manager/ Senior Admin is the face of HaloMD's new corporate headquarters and the go-to person for keeping the office running smoothly. This in‑office role is responsible for day‑to‑day office operations, facilities management, guest experience, and creating a welcoming, well‑stocked, and organized workplace. This role also partners closely with the HR team on special projects, employee engagement initiatives, and HR Helpdesk ticket management.

• Serve as the primary point of contact for all office operations and facilities‑related needs at corporate headquarters
• Own the relationship with building management, including lease coordination, maintenance requests, security access, parking, and shared building services
• Manage office layout, workspace assignments, and conference room scheduling
• Oversee office equipment including printers, copiers, A/V systems, and phone systems - coordinate repairs, service contracts, and replacements as needed
• Manage office supply inventory and ordering, ensuring the office is consistently well‑stocked
• Maintain break room supplies including snacks, beverages, coffee, and kitchen essentials
• Ensure common areas, conference rooms, and break rooms are clean, organized, and presentable at all times
• Coordinate with vendors and service providers (cleaning, maintenance, catering, office supplies, etc.)
• Manage incoming and outgoing mail, packages, and deliveries

• Greet and welcome all guests, clients, vendors, and candidates with a professional and friendly demeanor
• Manage visitor sign‑in, badge access, and building security protocols
• Coordinate meeting logistics for visitors including conference room setup, technology needs, catering, and travel accommodations and lodging
• Ensure the reception and lobby areas are always presentable and reflect HaloMD's brand and culture

• Plan, coordinate, and execute in‑office employee events, celebrations, team‑building activities, and company‑sponsored gatherings
• Manage office‑based recognition programs, holiday celebrations, and milestone events (birthdays, work anniversaries, etc.)
• Support company‑wide events and initiatives as needed, including town halls and all‑hands meetings
• Help foster a positive, engaging office environment that reflects HaloMD's culture and values

• Manage and triage incoming HR Helpdesk tickets, ensuring timely routing, tracking, and resolution
• Assist the HR team with special projects and initiatives including onboarding logistics, policy rollouts, and compliance‑related tasks
• Support employee engagement surveys, wellness programs, and other HR‑driven programs
• Maintain confidentiality with all sensitive employee and company information
• Provide general administrative support to HR leadership as needed

• Coordinate and schedule HR related meetings
• Maintain discretion and confidentiality when handling sensitive employee information
• Provide general administrative support to the HR department as needed

• Track and manage the office operations budget, including supplies, equipment, events, and vendor contracts
• Process invoices and purchase orders related to office operations and facilities
• Negotiate with vendors to ensure cost‑effective…