What are the responsibilities and job description for the Office Manager position at Beacon Hill?

Office Manager

Compensation Range : Starting at 72K PLUS (depending on candidate's experience)

Position Overview :

We are seeking a proactive and detail-oriented Office Manager to oversee daily operations and administrative functions within our office. This role plays a critical part in ensuring the smooth functioning of office services, facilities management, and administrative support. The ideal candidate will possess strong organizational skills, the ability to manage multiple priorities, and exceptional communication abilities to foster a professional and efficient work environment.

Primary Responsibilities :

Administrative Support :

Manage general office operations, including reception duties, travel coordination, meeting scheduling, and expense reporting.
Answer incoming calls, take messages, and provide information as necessary.
Oversee the opening, closing, and filing of documents (physical and electronic), ensuring timely and organized record management.
Draft, edit, and proofread documents with accuracy and attention to detail.
Utilize office software (Microsoft Word, Excel, PowerPoint, Outlook) to complete tasks efficiently.
Ensure all administrative tasks are completed within specified timeframes and according to instructions.
Participate in relevant training to stay updated on technological advancements and software tools.

Facilities Management :

Coordinate interoffice moves, including preparing workspaces and relocating personnel or office property.

Manage office supply inventory, ordering, and distribution, ensuring all materials are adequately stocked.

Work closely with the facilities team to schedule routine maintenance, repairs, and office upkeep.

Administer and track security card assignments, ensuring database accuracy and reviewing periodically.

Support fire and safety initiatives by maintaining first aid supplies and coordinating related training programs.

Maintain an asset database to track office equipment and furniture.

Conduct ergonomic assessments and recommend adjustments as needed.

Identify and coordinate with local service vendors, ensuring timely invoice processing.

Conference and Event Coordination :

Manage audio-visual equipment and conference room setups, ensuring all technology is functional for meetings.

Provide on-site support for video conferences and presentations as needed.

Office Services :

Oversee copying, scanning, and document distribution tasks, liaising with external vendors when necessary.

Manage outgoing mail and courier shipments to ensure timely processing.

Distribute incoming mail and packages promptly and accurately.

Secondary Responsibilities :

Provide additional administrative support and office coverage as needed.

Qualifications :

Education : High School Diploma or equivalent.

Experience : Minimum of three years in office administration, legal secretarial, or general office support roles.

Technical Skills : Proficiency in Microsoft Office Suite (Word, Outlook, Excel, PowerPoint). Familiarity with document management systems and office equipment is advantageous.

Knowledge : Strong administrative and organizational skills with the ability to meet tight deadlines. Experience with office relocations and facilities management is a plus.

Attributes :

Excellent interpersonal and communication skills, with the ability to interact with all levels of staff and external clients.

Strong attention to detail and organizational abilities.

Ability to manage multiple tasks in a fast-paced environment while maintaining a positive and professional demeanor.

Self-motivated and capable of working independently with minimal supervision.

Beacon Hill is an Equal Opportunity Employer that values the strength diversity brings to the workplace. Individuals with Disabilities and Protected Veterans are encouraged to apply.

California residents : Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.

If you would like to complete our voluntary self-identification form, please click here or copy and paste the following link into an open window in your browser : https : / / jobs.beaconhillstaffing.com / eeoc /

Completion of this form is voluntary and will not affect your opportunity for employment, or the terms or conditions of your employment. This form will be used for reporting purposes only and will be kept separate from all other records.

Company Profile :

Founded by industry leaders to set a new standard in search, career placement and flexible staffing, we deliver coordinated staffing solutions with unparalleled service, a commitment to project completion and success and a passion for innovation, creativity and continuous improvement.

Our niche brands offer a complete suite of staffing services to emerging growth companies and the Fortune 500 across market sectors, career specialties / disciplines and industries. Over time, office locations, specialty practice areas and service offerings will be added to address ever changing constituent needs.

Learn more about Beacon Hill and our specialty divisions, Beacon Hill Associates, Beacon Hill Financial, Beacon Hill HR, Beacon Hill Legal, Beacon Hill Life Sciences and Beacon Hill Technologies by visiting www.bhsg.com.

We look forward to working with you.

Beacon Hill. Employing the Future (TM)

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