Who we are

Capital Gifts is a high-end concierge gifting and awards company. From the smallest promotional item to a full-blown employee or customer retention program, we excel in the areas of product development, design, and distribution. Our customers include several branches of Government, Universities, Health Care, Fortune 500 Companies and Start-Ups. We combine superior customer services with our leading technology to ensure no detail goes unnoticed. Our goal is to make gifting FUN!

The Role

The Office Manager is responsible for managing and organizing the day-to-day operations of the company. The role is highly collaborative in nature, as she/he will be required to perform a wide range of administrative and operational tasks such as managing office finances, managing receiving and fulfillment activity, liaising with suppliers and vendors, maintaining office and warehouse supplies, and coordinating office events.

As an Office Manager, you will be the backbone of the company, ensuring that everything runs smoothly and efficiently. You will be responsible for creating an atmosphere that fosters productivity and creativity while maintaining a positive and professional work environment.

Key Responsibilities and Tasks:

Office Administration

· Oversee all administrative functions in the office, ensuring smooth operation and maintenance of a productive work environment.

· Efficiently manage incoming calls, directing callers to the right team member with courtesy and accuracy.

· Handle the distribution and dispatch of mail, ensuring timely delivery to and from the office.

· Provide administrative support to leadership and take on additional tasks as required to support the team.

· Greet on-site visitors with warmth and professionalism, ascertain their needs, and guide them to the appropriate team members.

· Manage general office maintenance tasks, from restocking amenities to ensuring the office space, including the kitchen, is clean and orderly.

Customer Fulfillment

· Track and monitor all incoming orders to ensure timely execution of shipping from vendors to Capital Gifts and customers.

· Verify all incoming shipments to be accurate and ensure all products are in excellent condition.

· Effectively update project managers on shipment details and/or changes/special instructions.

· Work collaboratively with project managers to manage the staging, assembling, kitting, wrapping, and shipping of products according to customer standards and ensuring they arrive on time and in excellent condition.

· Conduct product quality control to ensure accurate shipments, staging, and loading of delivery vehicles.

· Coordinate with stakeholders to troubleshoot and resolve workflow issues.

· Perform local courier delivery services as needed.

· Organize and track accurate records of merchandise, marketing, and packing materials within the warehouse by storing goods in their designated location.

· Maintain accurate records and documentation for customer compliance.

Bookkeeping

· Track and manage daily receipt of invoices in various formats – paper, PDF and e-invoicing.

· Cross-check invoices with purchase orders in Quick Books and approve for processing.

· Send approved invoices to the accounting department for bi-weekly reconciliation.

· Track purchases of non-product items, pay invoices, and handle bank deposits.

In addition to these responsibilities, the office manager is required to perform other tasks depending on the specific needs of the company. As a growth-oriented startup, you will need to wear many hats and be flexible in your role.

Required Experience and Skills:

· Minimum of Associates Degree; at least 5 yrs office experience including bookkeeping.

· Strong organizational and time-management abilities.

· Leadership and customer service skills.

· Business-level communication skills (oral and written).

· Proficient in the use of office software - Microsoft Business Office Suite, QuickBooks, UPS and FedEx Shipping Software.

· Technologically savvy: able to leverage computer software to more effectively complete assigned tasks.

· Passion for learning.

· Problem-solving and critical thinking capabilities.

· Ability to work well under pressure and adapt to changing priorities.

· Proven data entry and record-keeping experience with high data integrity and accuracy.

· Financial management.

· Facilities management.

· Must have a valid driver’s license.

Job Conditions:

· This position is full-time and on-site. It cannot be done remotely.

· Due to the nature of the job, during peak season, events or rush projects, the Office Manager will occasionally need to work weekends or after hours.

· Job pressure exists in the balancing of a variety of projects and numerous simultaneous deadlines.

Job Type: Full-time

Benefits:

• Dental insurance
• Employee discount
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday
• Weekends as needed

Education:

• Associate (Required)

Experience:

• warehouse lead role: 3 years (Preferred)

Language:

• English (Required)

Work Location: In person