The Office Manager's Guide to Finding the Right Office Space (Without Wasting Time)
If you've been tasked with finding new office space for your company, you're probably juggling a dozen priorities and wearing even more hats. You're not a commercial real estate expert. You're just trying to find a space that fits the team's needs, the leadership's expectations, and your company's budget—without derailing your actual job. Sound familiar?
This guide is made for you.
Whether you're an office manager, executive assistant, or operations lead, here’s how to search smarter, ask the right questions, and confidently lead your company to the perfect office space.
1. Clarify What "Right" Means for Your Company
Before scheduling tours or collecting floor plans, nail down the must-haves:
- Team size & layout preferences (open vs private offices)
- Growth plans (do you need space to scale?)
- Budget range (monthly rent and total lease costs)
- Preferred lease term (flexible or long-term?)
- Must-have amenities (parking, security, conference rooms, HVAC)
- Location preferences (downtown, transit-accessible, near clients?)
Ask department heads: What matters most to your teams? (You’ll thank yourself later.)
2. Understand What You're Really Paying For
Office rent goes beyond the base price. Get clear on:
- Gross rent vs. net rent
- Additional operating expenses (CAM, utilities, property taxes)
- Parking rates (monthly, guest access)
- Renovation/build-out costs
- Furnishings (provided vs BYO)
Get a full breakdown and ask for total monthly estimates for all-in costs.
3. Build a Comparison Sheet (Trust Us)
Once you're touring 3+ spaces, everything starts to blur. Create a simple spreadsheet with columns like:
- Building name/address
- Square footage
- Monthly rent
- Lease term
- Included amenities
- Notes from tour (vibe, lighting, access, etc.)
Use this to lead internal discussions and keep stakeholders aligned.
4. Know What to Ask During a Tour
When you tour a space, you're not just admiring the view. You need answers:
- What’s included in the lease?
- Can we modify the layout?
- Who handles maintenance or repairs?
- Is there a TI (tenant improvement) allowance?
- How secure is the building (access, cameras, after-hours)?
- What are the parking options for staff and guests?
5. Loop in Leadership at the Right Time
You don’t need execs on every tour, but involve them early enough to:
- Approve the short list
- Define priorities (signage, location, size)
- Avoid "I hate it" surprises later
Give them 2–3 options with key data. Present clearly, not with real estate jargon.
6. Don't Forget the Human Element
It’s not just about cost and square footage. Ask:
- Is the space welcoming?
- Does it reflect our culture?
- Will the team be proud to work here?
- Is it a space clients would enjoy visiting?
Try to involve a few team members to test the space vibe.
7. Make It Easy on Yourself: Tour Properties That Understand You
At Main Liberty, we’ve worked with dozens of office managers and admins leading office searches. We know what makes your job easier:
- Transparent pricing & complete cost transparency
- Flexible layouts and easy-to-customize spaces
- On-site parking and secure access
- Quick answers and straightforward communication
Whether you need space for 5 or 50, we can help you present options that check the boxes and impress leadership.
Final Thoughts: You Don't Need to Be a Leasing Expert
Your goal isn’t to become a real estate broker—it’s to help your team land in a space that feels right, works well, and fits the budget. With a straightforward process and the right questions, you can make a recommendation that your company will thank you for.
