Office & Operations Manager

Help Make Schaefer Better Every Day

At Schaefer, our mission is simple:

Make Life Better.

We believe great organizations are built by people who take ownership, care deeply about others, and constantly look for ways to improve. We serve clients facing meaningful challenges, and we strive to build an agency that's just as intentional internally as it is externally.

We're looking for someone who wants to play an important role in that mission.

This isn't a traditional office manager position.

It's an opportunity to become one of the people who helps our agency operate at its very best.

How we work matters as much as what we accomplish. Our values guide how we serve our clients and one another:

• Tenacity: We follow through and find a way forward.
• Exploration: We stay curious and look for better possibilities.
• Expertise: We bring sound judgment and take pride in doing things well.
• Authenticity: We communicate honestly and build genuine relationships.
• Collaboration: We share information, invite perspectives, and succeed together.
• Grace: We treat people with patience, generosity, and respect.

In this role, those values show up in practical ways: anticipating a need, resolving a problem thoughtfully, welcoming someone warmly, protecting confidential information, and improving a process without losing the human touch.

Position Details

• Reports to: President; works closely with the EVP on shared priorities.
• Work location: This is a fully onsite position at Schaefer’s Fort Worth office. Consistent in-person presence is essential because the role supports the daily office experience, employees, visitors, facilities, and agency leadership.

Your Mission

Your job is simple:

Remove friction.

Help our agency run more smoothly so our people can focus on serving clients, building relationships, and doing exceptional work.

Some days you'll greet a client at the front door.

Other days you'll coordinate onboarding for a new employee, solve a facilities issue, improve an internal process, support leadership on an important initiative, or notice a problem before anyone else realizes it exists.

You'll be the operational heartbeat of the agency—keeping things moving, improving the way we work, and making life easier for everyone around you.

What You'll Do

Own the Office Experience

Our front desk is more than a reception area. It's where people experience Schaefer for the first time.

You'll welcome clients, guests, candidates, vendors, and employees while creating an environment that reflects who we are.

We want every person who walks through our doors to leave thinking:

"I matter, and this place is special."

You'll also oversee the day-to-day operation of our office and campus, ensuring everything is professional, organized, and running smoothly.

Improve How We Operate

You won't simply maintain systems—you'll improve them.

You'll constantly look for opportunities to simplify processes, eliminate unnecessary work, solve operational problems, and help the agency become more effective.

If your natural instinct is to say,

"There's a better way to do this..."

...you're probably the kind of person we're looking for.

Support Leadership

You will work closely with the President and EVP to identify distractions and keep important priorities moving. Depending on the need, this may include coordinating meetings, preparing materials, tracking action items, supporting agency initiatives, managing select administrative responsibilities, and ensuring commitments do not fall through the cracks.

You will be expected to understand priorities, exercise judgment, and determine when to handle something independently, when to collaborate, and when to escalate.

Support Our People and Coordinate Operations

Coordinate People Operations

You will serve as an important internal point of coordination for employees, leaders, and Insperity. Your responsibilities will include:

• Coordinating new-hire onboarding and employee departures
• Ensuring employees receive timely information, equipment, access, and resources
• Maintaining accurate and confidential employee documentation
• Coordinating recruiting schedules and candidate communication
• Helping employees navigate routine administrative questions and directing more complex matters to the appropriate resource
• Supporting benefits enrollment, payroll, leave, and other administrative processes in partnership with Insperity and internal leadership
• Identifying gaps or delays and following through until they are resolved

You will not be expected to independently make employee-relations, legal, benefits, or compliance decisions. Your role is to ensure that questions reach the right resource and that employees receive responsive, thoughtful support.

Help Shape Our Culture

Culture isn't created by posters on a wall.

It's created through hundreds of thoughtful actions every year.

You'll help coordinate employee celebrations, internal events, hospitality, client gifts, office traditions, and many of the details that make Schaefer a place people genuinely enjoy coming to every day.

Own the Details

You'll coordinate vendors, facilities, maintenance, purchasing, shipping, office improvements, meeting logistics, technology setup, special projects, and countless operational details that keep the agency moving.

No two days will look exactly alike.

That's part of what makes this role rewarding.

What Success Looks Like

After your first year...

• Leadership spends less time managing administrative details and more time leading people and serving clients.
• Employees describe the office as organized, responsive, and enjoyable to work in.
• Visitors consistently experience genuine hospitality and professionalism.
• Onboarding and offboarding happen seamlessly.
• Operational issues are addressed before they become distractions.
• People trust your judgment because you consistently make good decisions.
• The agency simply works better because you're here.

Who You Are

You're an operator first.

You enjoy creating order from complexity, solving problems, improving systems, and making organizations work better.

You're proactive.

You notice details.

You follow through.

You don't wait for someone to ask—you take ownership.

At the same time, you genuinely enjoy serving people.

You understand that greeting a client, setting up a conference room, solving a facilities issue, coordinating an important project, or helping a teammate are all equally valuable because they contribute to the same mission.

This is a highly visible and trusted role. Your influence will come from your judgment, relationships, consistency, and ability to help people and priorities move forward.

You are:

• Forward-thinking
• Organized
• Detail-oriented
• Resourceful
• Trustworthy
• Warm and welcoming
• Professionally polished
• Calm under pressure
• Comfortable managing multiple priorities
• Highly confidential
• Committed to continuous improvement

Most importantly, you care deeply about helping others succeed.

The Experience We're Looking For

You may have experience in office management, business operations, executive support, hospitality, HR administration, or another operational role.

What's more important than your exact background is your ability to think critically, exercise sound judgment, build trust, solve problems, and improve the way an organization operates.

We're looking for someone with the maturity and confidence to take ownership while having the humility to serve others well.

What You Bring

• Meaningful experience in office management, workplace operations, executive support, hospitality, people operations, or a related role
• Demonstrated success coordinating vendors, facilities, events, projects, or recurring operational processes
• Strong written and verbal communication skills
• Sound judgment and discretion when handling confidential or sensitive information
• The ability to manage competing priorities, anticipate needs, and close loops without extensive oversight
• Comfort using Microsoft 365, calendars, spreadsheets, shared files, and other workplace technology
• Experience tracking expenses, coordinating purchasing, or working within a budget
• The ability to build trusted relationships with employees, leaders, clients, candidates, vendors, and external partners

Helpful, but Not Required

• Experience in an agency, professional-services, creative, hospitality, or other client-centered environment
• Experience coordinating onboarding, recruiting, benefits, payroll, or other people-related processes
• Experience working with a PEO or outsourced HR partner
• Experience supporting senior leaders or coordinating organization-wide initiatives

Why This Role Matters

You find purpose in serving others and take pride in playing an essential role behind the scenes. You don’t need to be center stage to know that your work matters; you see the difference it makes in the success of the people and agency around you.

If you're energized by solving problems, improving systems, serving others, and helping an organization operate at its highest level, we'd love to meet you.