Office Manager

SUMMARY

Provides general office support with a variety of clerical activities and related tasks. The Office Manager will be responsible for greeting and directing visitors, answering incoming calls, directing calls to appropriate associates, mail distribution, flow of correspondence, requisition of supplies as well as additional clerical duties. Office Manager will also be responsible for maintaining an organized and clean reception area, conference rooms and kitchen area.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Responsible for planning and organizing all internal annual company events while staying within budget.
• Coordinates with Human Resources to assist in planning and execution of internal company events, holiday celebrations, and festivities.
• Communicates work orders and follows through with building management for any necessary repairs.
• Ensures any necessary repairs, outside of building management’s purview, including office equipment (non-technology) are properly functioning. This may include coordination with outside vendors via Construction team to facilitate repairs, etc.
• Partner with HR to update and maintain office policies as necessary.
• Suggest and organize office operations and procedures with HR and COO’s approval.
• Answers telephones and directs the caller to the appropriate associate. Will transfer a caller to a team member’s voice mailbox when the associate is unavailable. Will inform team member of call being transferred.
• Greets, directs guests, and provide customer service and informs the appropriate party.
• Takes and retrieves voicemail messages and forwards/emails to appropriate parties.
• Provides callers with general information such as company address, fax number, website and other related information.
• Receives, sorts and forwards incoming mail. Maintains and routes publications.
• Coordinates the pick-up and delivery of all mail services (FedEx, UPS, Courier Services, etc.)
• Responsible for ordering, receiving, stocking and distributing office supplies for all team members.
• Assists with other related clerical duties such as photocopying, faxing, filing and collating as necessary.
• Ensures all copy and fax machines are well stocked for the beginning of each day.
• Ensures common areas are kept stocked and in an organized and clean manner.
• Responsible for ordering, receiving and stocking of all kitchen supplies such as coffee, sugar, paper towels, dish detergent, etc.
• Responsible for loading/unloading dish washer.
• Other duties as assigned.

EDUCATION (OR EQUIVALENT EXPERIENCE)

• High school diploma required.
• Bachelor’s degree preferred.
• 1 - 5 years administrative experience.

SKILLS/KNOWLEDGE/ABILITIES REQUIRED

• Excellent customer skills
• Ability to handle quick deadlines
• Positive demeanor
• Team oriented
• Microsoft Office skills necessary
• Previous experience handling travel planning a plus
• Excellent organization skills
• Efficient
• Self-Motivated
• Proactive

PHYSICAL REQUIREMENTS

This is largely a sedentary role; however, some lifting (up to 10lbs), walking, bending and standing for short periods of time may be necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.