The Administrative Manager will coordinate and perform a diverse set of support tasks, managing facility, staff and property to ensure the organization and its facilities have the staff and resources needed to operate smoothly and efficiently. In the absence of the Office Assistant, some of the job functions of the Office Assistant has to be covered by the Administrative Manager (as needed).

Duties/Responsibilities:

• Ensures that buildings (all facilities), grounds, equipment, and supplies are maintained and serviced.
• Supervises and coordinates overall administrative activities
• Reception areas are maintained at all facilities (cleanliness top priority).
• Prepares, negotiates, analyzes, and reviews contracts for equipment, supplies, materials, services, and products.
• Facilities inspections /safety inspections (fire etc.)
• Facility maintenance (scheduling repair work etc.)
• Reviewing facility contracts (plumbing, lawn, snow removal)
• Managing Rental apartments -track insurance for apartments (stop, extend etc.), manage providers for apartment (utility, facility maintenance, contract renewal, find new apartments etc.)
• Oversees the acquisition, distribution, and storage of company supplies and shared support services such as mailing, printing, and copying.
• Organize catering for meetings/office functions (event planning).
• Reconciling Credit Cards (help as needed by accounts department).
• Review expense reports (help as needed by accounts department).
• Creates and administers budgets for supplies, equipment, and contract services.
• Identifies opportunities for cost savings, better efficiency, or other improvements; recommends and implements policy or process changes as appropriate.
• Identifies opportunities for cost savings in assigned areas; recommends and implements policy or process changes as needed.
• Supports the various, related needs of assigned departments.
• Processes incoming mails.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Excellent communication and interpersonal skills.
• Leadership and initiative are a must for this position
• Proficient in Microsoft Office Suite or similar software.
• Knowledge of basic administrative and clerical systems and procedures.
• Knowledge of office administrator responsibilities, systems, and procedures.
• Hands on experience with office machines (e.g., fax machines and printers).
• Excellent time management skills and ability to multi-task and prioritize work.
• Attention to detail and problem-solving skills.
• Excellent written and verbal communication skills.
• Strong organizational and planning skills in a fast-paced environment.

Education and Experience:

• Bachelor's degree in related field and four plus years of related experience required.
• Associate Degree and 6 plus years of experience.
• Proven experience as an Office Manager.

by Jobble