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Office Manager

| Greater Boston Area
If you or a loved one has ever experienced a major medical event, you know how overwhelming it is to process the flood of information that follows—whether it’s hastily delivered guidance from your doctor, or a pile of paperwork on managing your recovery. And once you get home, it can feel impossible to know where to start, or how to stay on track to reach your health goals.
At Wellframe, we’re helping healthcare organizations fill this gap, so people can get the holistic resources and support they need to feel their best, outside traditional care delivery settings. Through our patented platform, Wellframe translates evidence-based, peer-reviewed guidelines and literature into an interactive daily checklist delivered to patients through the Wellframe mobile app. As patients engage with the Wellframe app, their data is shared in real time with their care team through the care team dashboard, which utilizes advanced algorithms to generate early intervention alerts. With secure two-way messaging, Wellframe facilitates long-term, trusted relationships between patients and care teams.
Role Overview:
The Office Manager is responsible for maintaining the effective day to day functions of the Wellframe Office Space. This role sits within the People & Culture team and reports to the Senior Manager, People Operations. Success in this role is demonstrated by flawless management of the office space and supporting our clients (our employees) with their needs to allow them to be focused and successful in their roles. 
Areas of Responsibility:

Office Management/Planning (40%):

  • Greet guests as they arrive and connect them with their host
  • Oversee the daily functions of the day to day management of the office space 
  • Make company announcements as needed via our internal systems
  • Order office and kitchen supplies and snacks/beverages while comparing prices regularly from online vendors to ensure we are getting the best value
  • Regularly restock food and beverages in the kitchen and communal areas
  • Partner with IT to resolve AV and technology issues in conference rooms as needed
  • Assist with seat/space planning and coordination of desk/office moves
  • Create FedEx shipments and manage incoming and outgoing mail
  • Send faxes for the office staff as needed
  • Schedule and coordinate with various vendors 
  • Develop a budget and cost analysis for office spending (supplies, catering, snacks, vendors, etc.)
  • Stay within budget guidelines and strive to find ways to effectively cut costs

Event Planning/Catering (30%):

  • Schedule New Hire Orientation and facilitate New Hire Office Tour
  • Schedule and order New Hire Breakfast
  • Set up seating and AV needs for All Hands and Lunch and Learns
  • Schedule, order, and set up company Happy Hours
  • Plan and coordinate semi-annual corporate events 
  • Facilitate and Develop new and innovative ideas for Quarterly In Office Events
  • Schedule and facilitate Monthly Birthday Celebrations
  • Coordinate, set-up, and monitor in-office bi-weekly lunches

Office Maintenance (20%):

  • Work with leasing company to coordinate badge activations and terminations
  • Work with sub-leasing contacts to put in work orders
  • Make office announcements regarding upcoming tours or building maintenance
  • Regularly clean appliances including (refrigerators, microwaves, toasters, coffee machines, tea kettles, etc.)
  • Regularly wipe down kitchen counters, tables, and communal spaces
  • Clean and organize guest areas and conference rooms (tables, chairs, pillows, and supplies) 

Engagement/Culture (10%):

  • Order swag and distribute to new hires and existing employees
  • Manage swag inventory
  • Order and distribute anniversary and life event gifts
  • Develop standard desk setups for each team and keep evolving
  • Manage new hire desk set-up

Education, Experience, & Skills Required:

  • Bachelor’s Degree (preferred) or equivalent experience 
  • 2+ years of administrative or office management experience
  • Strong technological skills including Word, Excel, and PowerPoint preferred
  • Experience with creating and maintaining a budget

Behaviors & Traits Required:

  • Able to understand, respect, and maintain the confidentiality that comes with the responsibilities of the role
  • Excellent at multitasking
  • Exceptional communication and customer service skills
  • Attention to detail and excellent organization skills
  • Takes initiative, self-motivated, and self-directed 
  • Able to deal with interruptions, manage multiple priorities and responding to changing needs and requests. 
  • Must be able to operate in a fast pace environment
  • Represents Wellframe in a Collaborative and Positive Light as the company’s first point of contact

Wellframe, Inc. is an equal opportunity employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status or any other characteristic protected by local, state, or federal laws, rules, or regulations.

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Technology we use

  • Engineering
  • Product
  • Sales & Marketing
    • PythonLanguages
    • RubyLanguages
    • ScalaLanguages
    • ReactLibraries
    • SparkFrameworks
    • CassandraDatabases
    • PostgreSQLDatabases
    • InVisionDesign
    • SketchDesign
    • JIRAManagement
    • TrelloManagement
    • SalesforceCRM

Location

Located in the Seaport, we are a short walk from South Station and surrounded by great lunch spots and coffee shops.

An Insider's view of Wellframe

What are some social events your company does?

Wellframe’s social events go beyond the regular happy hours (which we also do). Earlier this week, my team went bowling; with the Women of Wellframe group, we watched Ocean’s 8 together and have a potluck picnic coming up; and later this summer, we’ll all indulge in a beach day. It’s all made me feel a part of the company even as a new member.

Fabiola

Client Operations Associate

What's the biggest problem your team is solving?

Wellframe's engineering team is passionate about blending data, cutting edge technologies and security to build products that have a direct positive impact on patients' quality of life. To that end, we are currently designing the next generation of our architecture while expanding our infrastructure.

Mohammad

VP, Engineering

What is your vision for the company?

We see an opportunity over the coming years to work with more and more organizations that allow us to impact more patients more profoundly, and so we are investing a lot to not only grow commercially and bring on more clients and new partnerships, but to take on more ownership over helping our partners engage more with their patients or members.

Jake

President & CEO, Co-Founder

What makes someone successful on your team?

Tenacity: We go the extra mile to make our partners successful and inspire each other with our thirst for excellence.
Collaboration: We work constructively across disciplines to solve hard problems together.
Humility: We are never finished learning and growing, and we value the perspective and experiences of those around us.

Evan

Director of Talent

What are Wellframe Perks + Benefits

Wellframe Benefits Overview

Wellframe recognizes that an employee benefits program is necessary for the health and well-being of our employees and their families. We are pleased to offer our employees one of the most competitive and comprehensive benefits packages in the industry.

Culture
Volunteer in local community
Wellframe participates in quarterly volunteer activities. In the past we've volunteered at More than Words, Community Servings, Boston Healthcare for the Homeless and West End Boys and Girls Club.
Friends outside of work
Eat lunch together
Daily stand up
Team owned deliverables
Team based strategic planning
Group brainstorming sessions
Open office floor plan
Health Insurance & Wellness Benefits
Flexible Spending Account (FSA)
Disability Insurance
Dental Benefits
Vision Benefits
Health Insurance Benefits
Life Insurance
Wellness Programs
Onsite Gym
Retirement & Stock Options Benefits
401(K)
Company Equity
Performance Bonus
Child Care & Parental Leave Benefits
Flexible Work Schedule
Vacation & Time Off Benefits
Generous PTO
Paid Holidays
Perks & Discounts
Casual Dress
Commuter Benefits
Company Outings
Stocked Kitchen
Some Meals Provided
Twice a week in-office lunches
Happy Hours
Recreational Clubs
Fitness Subsidies
Professional Development Benefits
Lunch and learns
Acme Co. hosts lunch and learn meetings once per month.
Cross functional training encouraged
Promote from within
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