Office Manager

Job Summary

This position will oversee the general administrative and operational functions of the office. In addition, provide administrative support to the executive leadership team.

Duties/Responsibilities:

Operations

• Maintain inventory of office supplies; orders new supplies as needed
• Coordinates maintenance of office equipment
• Maintain office files; implements an efficient system for other staff to access files and records
• Maintains a system for recording expenses and the use of petty cash
• Manage conference/meeting room calendars; ensure that conference rooms are at company standard
• Work as point of contact for the building management team; coordinate with them as needed; submit service/repair request as needed
• Manage employee office and building amenities access (key fob, conference room rental, gym access, etc.)
• Send out office communications to the staff
• Monitor company main phone line and email
• Check mail daily and distribute accordingly
• Coordinate office meetings, provide support to the president in preparation
• Welcomes and directs visitors, clients, and candidates
• Order food and other supplies in preparation for internal/external meetings
• Schedule new hire “Welcome Lunch”
• Support HR & IT in preparing for new hire’s first day
• Support HR & hiring managers in scheduling in-person interviews
• Perform other related duties as assigned

Administrative

• Provides high-level administrative support and assistance to the Executive Team and/or other assigned leadership staff
• Arranges travel and accommodations for executives
• Book meeting rooms for the Executive Team (both in the office and on-site for events)

• Prepares agendas and schedules for meetings • Redline documents and presentations

• Records and distributes minutes or other records for meetings
• Perform other related duties as assigned

Required Skills/Abilities:

• Excellent verbal and written communication skills
• Excellent organizational skills and attention to detail
• Excellent interpersonal and customer service skills
• Excellent time management skills with a proven ability to meet deadlines
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems
• Extensive knowledge of office management procedures
• Proficient in Microsoft Office Suite or related software
• Strong understanding of clerical procedures and systems such as recordkeeping and filing
• Ability to type at least 60 words per minute
• Ability to work independently
• Ability to function well in a high-paced and at times stressful environment

Education and Experience:

• Associates degree required; Bachelors degree in related field preferred
• Three to five years of experience in an administrative role

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer
• Must be able to lift up to 15 pounds at times