Office Manager

Job Summary:

The Office Manager is responsible for overseeing the daily administrative operations of the office, ensuring efficiency and organization. The responsibilities of this position include managing office supplies, coordinating meetings, handling correspondence, and supporting staff with administrative tasks. The Office Manager also plays a key role in maintaining office policies, consulting with vendors, and assisting with budgeting and record-keeping. Strong communication, organizational, and problem-solving skills are essential to ensure smooth office operations and support business objectives.

Essential Functions:

• Supervise and support the receptionist to ensure efficient front desk operations.
• Manage the executive calendar, coordinate business travel, and arrange meetings.
• Respond to employees, vendor, and external inquiries, addressing concerns as needed.
• Ensure the efficient and timely receipt, sorting, and distribution of all incoming and outgoing mail and packages, maintaining accuracy and organization.
• Greet and assist office visitors, directing them to the appropriate contacts when the receptionist is away from the desk or out of the office.
• Answer phone calls, take messages, and route them to the appropriate individuals.
• Oversee conference room scheduling and assist with meeting preparations and supplies.
• Maintain adequate office supplies.
• Assist executives with preparing and submitting expense reports.
• Coordinate and assist with donation and sponsorship requests.
• Perform other duties as needed.

Position Requirements:

• An associate’s degree is preferred, or a minimum of five years of experience in a fast-paced office environment is required.
• Notary Public certification is preferred, or the willingness and ability to obtain certification upon hire.
• Driver’s license required.
• The ideal candidate must demonstrate the ability to manage themselves professionally in all situations, maintaining discretion and confidentiality as required.
• Strong attention to detail with excellent analytical skills and a basic understanding of financial principles.
• Highly motivated, with a proven ability to manage multiple projects independently and with minimal supervision.
• Excellent organizational, interpersonal, verbal, and written communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint) required.
• Prior experience supporting senior leadership.

Independent Action:

Works independently within established guidelines and practices, consulting with management when clarification or exceptions to procedures are needed.

Work Conditions

Office setting with controlled temperature and minimal noise. Incumbent must be able to sit for extended periods of time and tolerate working at a computer for most of their work duties.

Physical Demands

The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, use hands, reach with hands and arms, handle, feel, see, talk, and listen. The employee is also required to walk, stoop, kneel, bend, lift 30 lbs. or crouch.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Any physical demands or work conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.