Office manager

Vitra Health is a mission-driven healthcare organization committed to improving the quality of life for individuals and families across Massachusetts. Through innovative home- and community-based services, Vitra supports aging adults, people with disabilities, and individuals with complex care needs—supported by a Nurse, and Case Manager, Vitra ensures clients receive compassionate, personalized, and dignified care.

Vitra Health is seeking an organized, proactive Office Manager to oversee daily office operations and create a welcoming, efficient workplace. This role is ideal for someone who takes ownership, anticipates needs, and enjoys supporting a growing team.

The Office Manager will work on-site and must be willing and able to travel between our Boston and Braintree offices as business needs require. You will partner with leadership and staff to coordinate administrative needs, strengthen office processes, and ensure both locations run smoothly.

Key Responsibilities

• Oversee daily office operations, ensuring a professional, organized, and well-maintained environment.
• Coordinate office needs across the Boston and Braintree locations, providing on-site support as needed.
• Serve as a primary contact for office-related questions, requests, and operational concerns.
• Manage office supplies, equipment, inventory, and vendor relationships.
• Coordinate maintenance, repairs, and facilities request with building management and service providers.
• Support meeting logistics, conference room scheduling, office events, and leadership visits.
• Partner with Human Resources and IT to coordinate workspace preparation, equipment requests, and onboarding logistics for new employees.
• Maintain accurate administrative records and handle confidential information with discretion.
• Develop and improve office procedures to support consistency, efficiency, and accountability.
• Identify operational needs and resolve issues promptly, escalating concerns when appropriate.

Qualifications

• At least three years of experience in office management, administrative operations, or a related role.
• Strong organizational skills and the ability to manage multiple priorities with attention to detail.
• Excellent written and verbal communication skills.
• A professional, service-oriented approach when working with employees, leadership, visitors, and vendors.
• Demonstrated ability to work independently, exercise sound judgment, and follow through on commitments.
• Proficiency in Microsoft Office, including Outlook, Word, Excel, and Teams.
• Comfort adapting to changing priorities in a growing organization.
• Ability to work on-site and travel between the Boston and Braintree offices as needed.
• Healthcare or multi-location office experience preferred.

What Success Looks Like

You create an office environment where employees have the resources and support, they need to do their best work. You keep details organized, communicate clearly, and address challenges before they disrupt daily operations.