Job Description

JOB DESCRIPTION: The Office Manager oversees the day-to-day administrative operations of an office, ensuring smooth functionality by managing tasks like scheduling meetings, managing office supplies, coordinating staff support, handling visitor reception, and generally providing administrative assistance to employees, all while prioritizing efficiency and organization within the workplace.

TOP ROLES: Manage Office Operations | Administrative Support | Communication and Coordination

JOB DUTIES:

• Welcome guests upon arrival, directing them to the appropriate person or area, and manage visitor registration.
• Answer incoming calls, directing them to the correct department or individual, taking messages, and handling inquiries.
• Work with staff to coordinate and confirm appointments for clients, and meetings.
• Manage the company calendar, scheduling conference rooms, and managing appointment conflicts.
• Prepare conference room(s) prior to all client/staff meetings.
• At the end of each day return conference room chairs to uniform height, replenish refreshments and supplies.
• Manage the setup for Townhalls including room set up, av coordination, food/beverage procurement and room layout.
• Manage the tear down and clean up following Townhalls.
• Manage the receiving, sorting, and distributing of mail, packages, and documents.
• Manage office supplies, managing inventory, and coordinating with vendors for replenishment.
• Maintain the cleanliness and organization of the front office including the breakroom.
• Plan and execute company luncheons and parties.
• Manage the set up and tear down of company luncheons.
• Assist staff in coordinating and booking travel accommodations, including hotels, resorts, and alternative lodging options.
• Work closely with other departments to support various administrative functions and projects.
• Reset the office at the end of each day, ensuring that all spaces have been tidied and prepped for the following day.
• Other duties as assigned.

Key Performance Indicators:

• Maintain cleanliness of front office.
• Always maintain professionalism.
• Utilize delivery services to procure office supplies (Food & Beverages)
• Coordinate an interim front office rep whenever tasks pull you away from the desk for more than 30 minutes.
• Maintain cleanliness of restrooms, replenishing them as need be daily.
• Prep the conference room(s) prior to all meetings. Replenish all supplies.
• Assist staff in booking travel and accommodations as needed.
• Find ways to improve the office and support the team while maintaining a growth mindset.

QUALIFICATIONS:

• Ability to prioritize tasks, manage schedules, and maintain a structured workspace.
• Ability to identify issues quickly and implement effective solutions.
• Excellent verbal and written communication skills, with exceptional attention to detail and accuracy.
• Strong problem-solving skills and the ability to think critically and independently.
• Flexibility to adapt to changing priorities and work in a fast-paced environment.
• Professional demeanor, with a positive attitude and a proactive approach to work.
• Proficiency in Microsoft Office, and other relevant software.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee might be required to stand; walk; sit; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl; talk or hear; and occasionally lift and/or move up to 50 pounds.

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