Office Manager in Austin, Texas at INTERA Incorporated

INTERA Incorporated is seeking an exceptional Office Manager to serve as the heartbeat of its headquarters office in Austin, Texas. This in-office role offers the opportunity to work closely with a diverse group of geoscientists, engineers, and corporate professionals while helping create a workplace where employees feel supported, connected, and set up for success. Our ideal candidate is organized, dependable, professional, and trustworthy, with a service-oriented mindset and the ability to build positive relationships across all levels of the organization. Key responsibilities include coordinating daily office operations, supporting corporate and technical teams, managing vendor relationships, and coordinating employee events, office activities, and special projects. This role is well-suited for someone who brings creativity, resourcefulness, and enthusiasm to their work while helping ensure the office operates smoothly and efficiently.

As a key member of the team, the Office Manager helps foster INTERA's culture and values by creating a welcoming, organized, and engaging workplace environment for employees, clients, and visitors. Success in this role requires strong self-initiative, a proactive approach to anticipating needs and solving problems, and the ability to take ownership of responsibilities while adapting to changing priorities. A high level of discretion, sound judgment, excellent communication skills, attention to detail, and a commitment to supporting others are essential. This role offers the opportunity to build strong relationships across the organization, work alongside a talented and highly skilled team, and make a meaningful contribution to the workplace experience that supports INTERA's continued success.

Key Responsibilities

This multifaceted role supports a wide range of office, operational, facilities, and employee-focused initiatives and requires a proactive, self-motivated individual who can work independently, exercise sound judgment, and take ownership of responsibilities. Responsibilities include, but are not limited to:

Office Operations & Maintenance

• Oversee day-to-day office operations in support of a growing headquarters team of approximately 50 employees
• Ensure public-facing and shared office spaces remain organized, professional, and well-maintained, including overseeing the day-to-day upkeep of common areas, kitchens, and break spaces
• Maintain office supply inventories, process purchases, and periodically evaluate vendor pricing to ensure cost-effective procurement
• Serve as the primary point of contact for mail services, shipping and receiving, office supplies, and occasional local errands
• Welcome visitors, clients, and visiting employees with hospitality and foster a vibrant employee culture, answer and route incoming telephone communications, and provide a professional and positive first impression of INTERA
• Facilitate office moves, workspace transitions, and new employee office setups in partnership with IT, including hardware deployment, equipment and furniture procurement, office maintenance projects, facility improvements, and storage maintenance
• Assist new hires by coordinating workspace setup, assisting with orientation activities, and serving as a resource for office procedures and best practices
• Serve as a liaison with vendors, service providers, building management, and the Manager of Facilities and Administration to support office services, equipment maintenance, and facility operations.
• Partner with the Director of Health and Safety Officer to help maintain a safe, secure, and compliant work environment
• Manage a nearby corporate apartment, including maintaining supplies, coordinating maintenance and cleaning services, and serving as the primary point of contact with the apartment management office

Scheduling and Event Planning

• Organizing and scheduling meetings, appointments, and office staff activities to ensure maximum efficiency while maintaining shared spaces and conference rooms between meetings
• Coordinate interview scheduling and logistics for both in-office and virtual interviews, partnering with our Talent Acquisition Recruiter, candidates, hiring managers, and interview teams to ensure a well-organized and positive interview experience
• Manage meeting and event logistics, including scheduling, room preparation, catering coordination, technology readiness, and maintaining conference rooms and shared spaces
• Participate in company events and office initiatives as needed, providing hands-on support with planning, setup, execution, and other operational tasks
• Assisting with employee hotel and rental car arrangements as needed for company travel

Administration and Other

• Provide administrative support to employees, including scanning, data entry, meeting coordination, calendar invitations, and preparation of agendas, presentations, and related materials
• Support technical and corporate staff with document production needs, including PDF compilation, report assembly, large-format printing of maps and technical drawings, binding, and shipment of project deliverables
• Manage and handle confidential and sensitive information with discretion and in compliance with company policies and legal requirements
• Provide support for virtual and hybrid meetings, including meeting setup, technology checks, troubleshooting audio/video equipment, and distributing meeting recordings and materials as requested
• Communicating with, supporting, and coordinating with the HR, IT, and Accounting departments as needed

Required Qualifications

• 2-4 years of experience in office management, workplace operations, administrative support, or a leadership role in hospitality or a service-oriented environment
• Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook) and Adobe
• Excellent interpersonal, verbal, and written communication skills
• Self-motivated with the ability to work independently while collaborating effectively with employees across the organization
• Strong organizational and time-management skills, with the flexibility to adapt to changing priorities
• Comfortable performing a variety of physical and hands-on tasks, including setting up meeting and event spaces, transporting office supplies and materials, and supporting the day-to-day needs of an active office environment

Preferred Qualifications

• Experience supporting professional services, consulting, engineering, scientific, or other technical organizations
• Current Texas Notary Public commission or willingness to obtain one upon hire

About INTERA & Our Benefits

INTERA is a Top Workplaces USA 2025 award winner!

Founded in 1974, INTERA has grown into an international geosciences and engineering consulting firm that helps clients make informed business decisions, mitigate risk, and drive optimal outcomes in a multitude of industries. Building and sustaining a strong company culture is at the heart of INTERA’s practice of good stewardship. We strive to foster an environment where people love the work that they do and the place that they work because we believe that our employees are our most valuable asset. As an employee-owned company, we are committed to investing in our people’s needs for security, health, and well-being with:

• Medical, dental, and vision insurance that includes a free health plan option for employee-only coverage
• Paid parental leave – up to 12 weeks for birthing and non-birthing parents
• Group term life and accidental death and dismemberment insurance, short-term and long-term coverage – paid 100% by the company
• Paid holiday, vacation, and sick time
• Opportunities for stock ownership
• Performance-based bonuses and award programs for technical paper publication and employee referrals
• Career coaching instead of performance evaluations
• Tuition reimbursement, financial assistance for professional licensure and registration, and one paid membership to a professional society
• Pet insurance, LegalShield, IDShield, and more

These are just some of the reasons why many of our employees have spent 10 to 25 years at INTERA. We love what we do, and it shows