What are the responsibilities and job description for the Office Manager & HR Assistant position at Avanti Destinations?
POSITION TITLE: | Office Manager & HR Assistant | DIRECT REPORTS: | None; Non-Supervisory Position | |
DEPARTMENT: | Human Resources | SALARY/WAGE: | $27.00/hr | |
REPORTS TO: | Human Resources Generalist | WORK LOCATION: | Main Office - Portland | |
CLASSIFICATION: | Full-time – Hourly/Non-Exempt | REMOTE WORKER: | No |
Avanti Destinations is an industry leading Travel Company with expertise in customizable travel. The Human Resources department is at the forefront of the company, the heart of Avanti, and is to promote and be the steadfast supporter to our mission, vision, core values, and company culture. The successful candidate will build relationships and work directly with the HR Generalist, Training Coordinator and Director of Human Resources, People & Culture.
Human Resources Department Mission
Create a fun work culture of mutual trust and respect for our most valuable asset – Avanti employees. Enhance employee retention through innovative programs and services as we evolve to become the employer of choice for travel professionals.
Job Profile and Description
The Office Manager & HR Assistant supports front office activities, including the reception area, mail distribution, supply management, facilities coordination, and general office upkeep. This role also assists the HR team with administrative tasks such as maintaining employee files, scheduling meetings, and supporting the HR team as needed. The position helps coordinate office services and internal logistics, including meeting arrangements and office moves, ensuring smooth day-to-day operations. The Office Manager & HR Assistant plays an important role in supporting both our people and daily office operations. This position helps ensure a welcoming, organized, and efficient workplace.
This is an excellent opportunity for an upbeat, reliable, and service-minded professional who is customer-focused and communicates clearly and professionally. The ideal candidate enjoys supporting others, maintaining organized systems, and helping create a positive employee experience.
Key Duties and Responsibilities
- Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
- Responsible for calendar management and controlling access to managers and executives as designated.
- Greeting office visitors, suppliers and trainers, often times coming from foreign countries.
- Negotiates the purchase of office supplies and furniture, office equipment, etc., for the workforce in accordance with company purchasing policies and budgetary restrictions.
- Ensure kitchens (refrigerators, microwaves, dishes, sinks, etc.) are kept clean and supplies are adequately stocked; enforce rules with staff.
- Manages the maintenance of office equipment, including copiers, mail, and fax machine, etc.
- Responsible for distributing incoming and outgoing mail.
- Supervises the maintenance and alteration of office areas and equipment, as well as layout and arrangement.
- Support the HR team with maintaining employee files.
- Manage conference room reservations/scheduling and organize aspects for meetings.
- Liaison for building maintenance when an issue is reported.
- Maintain in-building storage units to accommodate shipments delivered; maintain stored inventory.
- Responsible for monitoring security systems, office access in day-to-day operations (such as distributing building access key cards, etc.).
- Assist in employee events and organizational staff meetings.
- Handle sensitive employee and organizational information with the highest level of integrity, discretion, and confidentiality.
- Other duties as assigned.
Requirements, Skills and Experience
- Staunch supporter and guide in Company culture; assists with employee events and activities.
- Strong listening, negotiating, and conflict resolution skills.
- Consistently exhibits high levels of discretion, integrity, and confidentiality.
- Superb communications skills including effective listening, writing, negotiating, and presentation and able to express thoughts in a clear and concise manner.
- Highly organized and detail oriented.
- Demonstrated agility in a constantly evolving environment. Ability to work well under pressure.
Education and Qualifications
- High School Diploma (associate’s degree a plus)
- Minimum two years of recent office management experience with administrative duties are required for consideration
- Minimum two years of recent HR experience
- Demonstrate exceptional habits of dependability and attendance
- Possess well-established intermediate to expert computer skills including proficiency with MS Suite: Excel, Outlook and Word and Windows
- Fluent in English with authorization to work in the US
- Ability to work a regular 8-hour shift within office hours of 7:30 am to 5:30 pm Monday through Friday with availability and willingness for overtime hours as needed
- Passion for delivering quality service and making a difference in the employee experience.
- Demonstrate a professional and polished demeanor with a positive, upbeat, and friendly personality.
- Can learn quickly and adapt to change in a fast-paced, high performance driven culture.
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.
- While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
- This position requires the ability to occasionally lift 25-40 pounds of office products and supplies, etc.
In accordance with the Americans with Disabilities Act, it is possible that physical and mental requirements may be modified to reasonably accommodate disabled individuals. However, no accommodation will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
ABOUT AVANTI DESTINATIONS
Avanti Destinations is the market leader in independent travel management, working exclusively for travel agents, with expertise in customizable travel to Europe, Central & South America, and Asia, including air, rail, cars, hotels, sightseeing, transfers, and other experiential travel options. We specialize in providing hand-picked, locally owned hotels in large and small cities, as well as hard-to-find-options for experienced travelers at the best values. Avanti is rapidly growing; breaking barriers and using innovative technologies to make sure travel agents continue to book vacations through our travel consultants. Avanti Destinations participates in E-Verify and will provide the federal government with your Form I-9 information if hired, to confirm that you are authorized to work in the U.S.
We are world-travelers and embrace diversity and inclusion. We celebrate individual expression and uniqueness. We do not tolerate harassment or discrimination. We are committed to hiring individuals that reflect the world community we serve without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status, disability, genetic information, or other legally protected characteristics. We are an equal opportunity employer.
We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment. Please contact us to request accommodation.
OUR MISSION
Avanti Destinations connects the components for customized international travel utilizing our technology and our educated staff. We deliver a unique vacation experience solely through acting as the travel agents’ travel agent.
OUR VISION
Connecting the past, present and future through international travel.
Benefits & Perks
We take care of our people today and for the long run.
Health & Wellness
Medical, dental, and vision insurance, FSA, life insurance, and an Employee Assistance Program.
Future You
401(k)
Time to Recharge
Generous paid time off.
The Fun Stuff
Amazing team events, and a fully stocked kitchen (cereal, bread, etc)
Salary : $27