Workplace Experience & Office Manager

Manager, Office Administration

Ensemble is a leading provider of technology-enabled revenue cycle management solutions for health systems, including hospitals and affiliated physician groups. They offer end-to-end revenue cycle solutions as well as a comprehensive suite of point solutions to clients across the country.

Ensemble keeps communities healthy by keeping hospitals healthy. We recognize that healthcare requires a human touch, and we believe that every touch should be meaningful. This is why our people are the most important part of who we are. By empowering them to challenge the status quo, we know they will be the difference!

The Opportunity:

The Manager, Office Administration plays a pivotal role in shaping the day-to-day employee and visitor experience at Orchestration Works (OW). This role leads and orchestrates office operations, executive support, and front-desk services in alignment within Orchestration Works.

As a newly established role, this position is both hands-on and strategicsetting the standard for how the office functions while modeling inclusive, service-driven leadership. The Manager ensures that the Austin office operates as a welcoming, efficient, and values-driven environment that supports collaboration, innovation, and trust across the organization.

This is an individual contributor role with broad influence, requiring sound judgment, executive presence, and the ability to lead through partnership rather than authority.

What Ensemble Leadership Looks Like in This Role

At Orchestration Works, Ensemble Leadership means operating as a connected system; anticipating needs, elevating others, and ensuring every function works together seamlessly. In this role, that shows up as:

• Acting as the conductor of office operations; coordinating people, processes, and partners so the organization performs at its best.
• Leading through collaboration, influence, and accountability rather than formal authority.
• Creating clarity, consistency, and calm in a fast-moving innovative healthcare IT environment.
• Demonstrating ownership, follow-through, and respect in every interaction.

Walking the Difference

The Manager, Office Administration actively Walks the Difference by:

• Designing office experiences that reflect Orchestration Works' commitment to innovation and disruption while keeping people first, last and always.
• Creating an inclusive, professional, and welcoming environment for associates, clients, and partners.
• Holding high standards while remaining adaptable, thoughtful, and service-orientated

Key Responsibilities

Office & Facilities Management

• Lead day-to-day office operations for the Austin location in coordination with the Ensemble Facilities Leadership, ensuring a professional, efficient, and well-organized workplace.
• Establish, document, and continuously improve office administration policies, procedures, and workflows in coordination with Ensemble's Facilities Leadership.
• Oversee facilities management, including maintenance coordination, space planning, safety protocols, and workplace services.
• Ensure compliance with corporate governance, workplace safety requirements, and healthcare-related operational standards.
• Coordinate business continuity and emergency preparedness planning for the office.

Executive & Administrative Support

• Provide high-level executive support to onsite and visiting executives, including calendar coordination, meeting logistics, travel support, and expense processing.
• Orchestrate leadership meetings, offsites and events held at the Austin office.
• Prepare and manage meeting materials, presentations, and documentation with attention to accuracy and confidentiality.
• Serve as a trusted liaison between executives and internal and external stakeholders.
• Partner with functional areas to support seamless onboarding and offboarding for associates located within Orchestration Works.

Reception & Front Desk Experience

• Oversee front-desk operations, setting the standard for professionalism, hospitality, and service.
• Ensure consistent reception coverage and a polished first impression for all visitors.
• Manage visitor protocols, badging, access coordination, and office security processes in coordination with Ensemble's Facilities Leadership.
• Oversee general office communications, mail distribution, and shared inboxes.
• Continuously improve the associate and guest experience through thoughtful service design.

Vendor, Budget & Resource Management

• Manage vendor relationships related to facilities, security, cleaning services, office supplies, and workplace services in coordination with Ensemble's Facilities Leadership
• Monitor service-level agreements, and in coordination oversee renewals.
• Track and manage the office administration budget with strong financial stewardship.
• Identify cost efficiencies while maintaining a high-quality workplace experience.

Cross-Functional Partnership

• Collaborate closely with HR, IT, Finance, and Corporate Operations to align office operations with broader organizational goals.
• Coordinate office technology and workplace tools in partnership with IT.
• Identify opportunities to improve administrative efficiency, associate engagement, and operational effectiveness.

Required Qualifications

• Bachelor's degree in Business Administration, Healthcare Administration, or a related field, or equivalent professional experience.
• 5+ years of experience in office administration, executive support, corporate operations, or facilities management.
• Proven experience supporting executive-level leaders with discretion and professionalism.
• Experience in healthcare, healthcare IT, or another regulated industry.
• Demonstrated ability to build, document, and scale administrative processes.
• Strong vendor management and budget tracking experience.
• Exceptional organizational, communication, and problem-solving skills.
• Ability to operate independently while influencing across teams.

Preferred Qualifications

• Experience supporting a growing or transforming organization.
• Familiarity with healthcare compliance concepts in a corporate environment (e.g., HIPAA awareness).
• Experience in multi-site or hybrid workplace environments.
• Certifications in facilities management or business operations (CFM, PMP, CAP).
• Prior oversight of reception or front-office service models.

Core Competencies

• Ensemble Leadership & Influence
• Operational Excellence
• Executive Presence
• Service & Hospitality Mindset
• Process Improvement
• Financial & Vendor Stewardship
• Compliance Awareness
• Cross-Functional Collaboration
• Discretion & Trust

Work Environment

This role is based in Orchestration Works' Austin office and requires onsite presence. Occasional after-hours support may be needed for executive events or facilities issues. With this being an innovation center, hours may not be your typical 8-5pm and will fluctuate based on the business need.

This position pays between $55K - 80K/year