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Office Manager

TOPIARIUS Urban Garden & Floral Design

Chicago, IL

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JOB DETAILS
SALARY
$65,000–$70,000 Per Year
SKILLS
Administrative Skills, Adobe Acrobat, Business Operations, Cellular Telephone, Compensation and Benefits, Corporate Law, Cross-Functional, Detail Oriented, Documentation, Employment Law, English Language, Facilities Management, Follow Through, Identify Issues, Insurance, Interpersonal Skills, Leadership, Lift/Move 40 Pounds, Maintain Compliance, Marketing, Microsoft Office, Microsoft Product Family, Multilingual, Office Management, Onboarding, Organizational Skills, Payroll Administration, Payroll Software/Services, Performance Analysis, Performance Management, Performance Reviews, Plan Meetings, Problem Solving Skills, Process Improvement, Productivity Management, Regulatory Compliance, Relationship Management, Sales Administration, Sales Management, Shipping/Receiving, Software Administration, Spanish Language, Staff Development, Staff Training, Systems Administration/Management, Team Player, Technical Support, Time Management, Vendor/Supplier Relations
LOCATION
Chicago, IL
POSTED
7 days ago
About Us

Topiarius is Chicago's premier landscape design, build, and maintenance company, dedicated to transforming urban spaces into restorative outdoor sanctuaries. Since 2003, we have redefined the city's landscape, driven by the belief that nature is essential for human well-being. Learn more at www.topiarius.com.

Position Overview

We are seeking a Office Manager - a strategic, detail-driven leader who thrives at the intersection of high-level thinking and hands-on execution. You will ensure our office runs seamlessly, from administrative oversight to HR operations. You are proactive, organized, and bring a mastery of follow-through, with the interpersonal skills to foster a positive, respectful environment for staff, clients, and vendors alike.

You'll join a passionate, mission-driven team shaping Chicago's urban landscape, with the ability to make a real impact on culture and talent. You'll have the partnership of a supportive and collaborative leadership team and the opportunity to grow with a company that values both high-level vision and operational excellence.

Key Responsibilities

Office & Talent Operations
  • Serve as a model for organization, efficiency, and professionalism across all office and HR functions.
  • Oversee the daily operations of the office, ensuring a welcoming, organized, and high-functioning environment.
  • Lead the full employee lifecycle: recruitment, onboarding, performance management, training, and offboarding.
  • Oversee HR policies and procedures and, when necessary, recommend updates that ensure compliance with employment laws and company standards.
  • Administer payroll, benefits, and time-off processes with accuracy and confidentiality.
  • Facilitate open enrollment and benefits communications, including 401(k) and insurance programs.
  • Support staff development through training, annual performance evaluations, and performance improvement initiatives.
  • Partner with the Chief Operating Officer to identify and implement process improvements that drive productivity, compliance, and employee engagement.
Relationship Management & Communication
  • Act as a key point of contact for staff, clients, and vendors, representing Topiarius with professionalism and positivity.
  • Maintain up-to-date employee and vendor records; ensure all documentation is accurate and accessible.
  • Generate staff communications, work anniversary communications, and facilitate regular updates on HR and office matters.
  • Provide administrative support for sales and marketing initiatives.
Technology & Systems Oversight
  • Oversee office technology, including troubleshooting, basic training, and coordination with IT services.
  • Manage company phone systems, cell phones, and digital tools; ensure seamless communication across the organization.
  • Utilize, maintain, and update all relevant software platforms (Microsoft Suite, Google Suite, DocuSign, Inova, Adobe Acrobat, HubSpot, Aspire, Canva).
Facilities & Logistics
  • Oversee office facilities, supplies, and vendor relationships; recommend improvements and new partnerships as needed.
  • Manage vehicle and driver files, insurance, and DOT renewals.
  • Facilitate company-branded apparel orders.
  • Coordinate mail, shipping, and receiving, ensuring timely and organized processes.
Meetings & Leadership
  • Arrange and support meetings, company gatherings, and special events.
  • Participate as a member of the Leadership Team, contributing to strategic discussions and initiatives.
  • Serve as a thought partner to the COO, providing insight and follow-through on key projects and initiatives.
Essential Skills & Qualifications
  • Bachelor's degree from an accredited college or university; HR or business-related coursework or certification a plus.
  • 5+ years of progressive experience in office management, HR, or business operations.
  • Fluency in English; bilingual/conversational Spanish skills a plus.
  • Experience working with HR/payroll systems.
  • Demonstrated ability to think strategically while executing with precision and attention to detail.
  • Exceptional organizational, communication, and interpersonal skills.
  • Proven track record of follow-through and proactive problem-solving.
  • Fluency with Microsoft Office Suite and Google Suite.
  • Experience supporting leadership and working cross-functionally within a team.
Compensation and Benefits

The annual salary range for this position is $65,000 - 70,000, commensurate with experience.

Core benefits include paid time off, medical and dental insurance (PPO/HSA and HMO options), life and disability coverage, and a 401(k) with company contribution.

Expected Activity and Movement
  • Regularly sits at desk and works with computer.
  • Intermittently moves throughout the office.
  • Lifting (up to 40 pounds), bending on a regular basis.


Who We Are

Since 2003, our mission has been to design, create, and maintain luxurious outdoor sanctuaries because we believe that people deserve to live beautifully outdoors. You can learn more about Topiarius at www.topiarius.com.

At Topiarius, we work with honesty, creativity, and respect. We're an upbeat, collaborative team that asks questions, learns from each other, and takes pride in delivering exceptional work. If that sounds like your kind of culture, we'd love to talk.

If you are interested in joining our team, please apply and be sure to include a cover letter. We will contact you if we are interested in scheduling an interview. Please refrain from phone calls.

Equal Opportunity

Topiarius is a non-union company. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, or other status protected by applicable law. Final candidates may be required to undergo a background check. Nothing in this job description restricts the supervisor's right to assign or reassign duties at any time.

About the Company

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TOPIARIUS Urban Garden & Floral Design

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