Office Manager

The Scout team is growing, and we need an Office Manager to keep our office running smoothly and efficiently for our hardworking team. We expect to grow our team by at least 10% next year, and our Office Operations Manager will help to build community and establish scalable processes for office operations that support our dynamic culture. An ability to scale an office from 150 to 200+ people over a two- to three-year period is imperative for success in this role.

This role requires a high attention to detail and strong proficiency utilizing technology, including the Microsoft 365 suite. Core elements of the Office Manager position include maintaining a clean and safe office environment, managing office operations-related vendors, onboarding new Scouts with their IT equipment, supporting office events, and completing a variety of administrative tasks.  As the Office Manager, you will lead and take full ownership of the office environment, independently developing recommendations and solutions based on data, best practices, and proactive research.

Attention to detail, initiative, tech savviness and an ownership mentality are key factors for success in this role. As the Office Manager, you will work efficiently and collaboratively across every department at Scout to ensure the office runs efficiently and compliantly. Your customer service mentality, combined with your high capacity for work and efficient approach to managing your day, will enable you to fulfill the wide range of duties included in this position.

Responsibilities

Scout strives to foster a sense of community in our growing workplace. The heart of your job is supporting the integration of companywide goals and values in our Boulder office operations.

Office Management (:50% of time)

- Oversee office supply management, including the organization, inventorying, ordering, and restocking of supplies.

- Maintain cleanliness in the community areas and conference rooms including but not limited to:

- Unload dishwasher

- Clean refrigerators

- Stock beverages, paper goods, stockroom supplies, and restrooms

- Tidy and stock conference rooms

- Serve as the designated point of contact for our landlord.

- Coordinate large maintenance/repair tasks with appropriate partners and self-perform simple maintenance tasks (e.g., replacing batteries in soap dispenser, maintaining office decor, managing IT cables in conference rooms).

- Greet guests and vendors upon arrival at the office.

- Oversee office furnishing updates, including individual office updates as needed.

Administrative Support (:20% of time)

- Complete regular expense reports for the office credit card (weekly).

- Identify the need for, establish, and implement processes that allow Scout to scale its office operations.

- Collect, organize, and distribute office mail.

- Check and distribute office voicemail.

- Support in-office and remote team interview scheduling and day-of coordination, including calendaring, coordinating teams' availability, booking travel when needed, greeting candidates and navigating them to scheduled conference rooms.

- Document office-related procedures so that new hires can effectively integrate into the organization.

- Implement effective meeting management techniques to use colleagues' time effectively and drive for results (e.g., creating meeting agendas and notes).

- Order and distribute business cards.

- Receive incoming packages and prepare outgoing packages for shipping and drop off at delivery provider as needed.

- Serve as the primary point of contact for safety issues in the corporate office.

Community Building and Communication

- Support planning of project site celebrations, team/department lunches, offsites, and other events.

- Establish and drive community building and communication efforts across local and remote employees.

- Leverage communication platforms (e.g. MS Teams) to promote company-wide activities and employee spotlight opportunities.

- Communicating effectively is central to completion of your daily responsibilities at Scout. You will utilize multiple channels of communication (text, chat, phone, email) to interface with staff.

- Manage seating assignments within the office, including both Boulder-based staff and visitors.

- Support the implementation and management of new desk hoteling software.

- Collaborate with the Executive Assistant to align office activities with leadership, events, and guests.

Vendor Management

- Serve as the primary liaison for a variety of office-related vendors (e.g., janitorial contractor, office maintenance, third-party IT provider).

- Establish strong relationships based on mutual respect, effective communication, expectations management, and a trust-and-verify mentality.

- Receive and review vendor invoices, approving payment through our accounting system.

- Plan, maintain and monitor vendor budgeting.

- Manage changing of office-related vendors, including requesting bids and presenting comparative costs and benefits.

IT Support and Employee Onboarding

- Welcome and support onboarding new Scouts to the office (e.g., providing an office tour)

- Order and prepare new hires' computers and other IT equipment; maintain logs of employee IT equipment.

- Distribute equipment (e.g., computers and monitors) to assigned desks and setup.

- Coordinate meetings with other members of the onboarding team.

Other Duties as Assigned

- Although this job description is provided as an accurate reflection of the Office position at the time of hire, additional responsibilities and requirements may be associated with the position.

Requirements

Qualifications

- High school diploma or equivalent + 5 years of work experience in a role with similar responsibilities OR a college degree + 2 years of work experience.

- Previous experience in office management, hospitality, property management, or outdoor education, retail preferred.

- Work ethic, interpersonal skills, and professionalism.

- You must also be able to perform cleaning, moving, and lifting up to 50 pounds on an ongoing basis.

- Ability to drive engagement across multiple audiences through robust and clear communication skills.

- Personal vehicle that can be used for work purposes (with mileage reimbursement) is required.

- This position requires Ready-to-Work physical and drug screen.

Critical Skills and Characteristics

We expect that our Office Operations Manager will exemplify our strong work ethic. There is no task too big or too small for this role, and flexibility is imperative. If you see something that needs to be addressed, you can define the need and propose a solution that you're ready to execute. Other characteristics that will lead to success include:

- High proficiency with multiple technology platforms - e.g., Microsoft Office (especially Word, Excel, Outlook, SharePoint, Forms, and Teams), a corporate expense reporting system, a travel management system, various online services (e.g., Amazon, FedEx)

- Effective and efficient written and verbal communication.

- Process management.

- Growth mindset; open to feedback

- Using data to drive decision-making

- Strong organizational skills and ability to work with technology.

- Respectful of office environment and coworkers.

- Embodies Scout's company values (detailed below).

- Ability to get things done!

Organizational fit:

- Demonstrated ability to work in a flat organization, successfully leveraging the expertise of multiple colleagues in different lines of reporting.

- Ability to multi-task and prioritize conflicting requests with the ability to identify and follow through on action items in a fast-paced work environment.

- Experience using influence rather than authority to achieve desired outcomes.

- Able to work proactively and productively in a collaborative team environment without direct supervision.

- Ability to maintain information confidentiality and handle with discretion.

- Authorized to work in the U.S.

Timeline and Location

- We will review resumes for this role on an ongoing basis with a start date as soon as possible, ideally by September 8, 2025.

- You will need to commute to our Boulder, CO office daily for this role on an 8:30 am - 5:00 pm schedule.

Scout's Values

- Mission-Orientation. High achievers who want to make a difference in this world and contribute to Scout's stated mission.

- Teamwork. Respectful and appreciative colleagues with strong interpersonal skills and a commitment to fostering positive relationships across organizational boundaries to deliver on shared team goals.

- Safety. Uncompromising advocates for the health and safety of fellow employees, contractors, customers, and community members.

- Integrity. Ethical professionals who do the right thing even when it is difficult.

- Initiative. Resourceful self-motivators who thrive in a fast-paced, entrepreneurial environment because of their exceptional leadership, work ethic, and organizational skills.

- Intelligence. Problem-solving learners who can make informed decisions quickly and create innovative and pragmatic solutions to challenging problems.

Invitation to Women and U.S. Underrepresented Groups

We encourage applications from all demographics and especially those that are traditionally underrepresented in the energy industry. Consistent with our core values, Scout celebrates the diversity of thought and experience that comes from a range of backgrounds including, but not limited to, gender, race, and ethnicity.

Invitation to Veterans

Scout welcomes veterans of the United States Armed Forces to apply for this position. Scout includes veterans of all branches and a diverse set of occupational specialties. We value the independent thinking, problem solving, leadership, and teamwork that our veterans have developed through their service. We welcome applications from any service and any military occupational specialty.

Benefits

Target base salary: $65,000- $75,000 (Negotiable for the right candidate.)

Attractive bonus potential.

Scout offers a full range of benefits, including medical/dental/vision insurance with attractive premiums, 401(k) match, STD, LTD, an Employee Assistance Program, and a range of optional supplemental insurance coverage.