Description
We are seeking a highly-organized and energetic Office Manager to oversee the daily operations of our office. The ideal candidate would have previous experience in the following areas : office management, administrative support, event planning, and vendor & supplier management. This role requires strong communication skills and the ability to manage multiple priorities in a fast-paced environment.
Job Responsibilities :
Coordinate and schedule associate travel and accommodations.
Perform administrative tasks, including drafting letters, memos, invoices, reports, and other documents.Assist the Credit Manager with cash applications and customer invoicing as needed.Assist with documentation required for bids.Provide various support to the Executive team.Office ManagementOversee daily office cleaning and direct cleaning company.
Oversee the kitchen area & ensure it is properly stocked and maintained.Respond to and resolve administrative inquiries and questions.Obtain Notary certification if not already certified, providing Notary services for legal documents and contracts.Coordinate workspaces for new hires, including desk / office assignments, necessary equipment, and access to relevant office resources.Support additional office-related duties as needed, including watering plants, catering for meetings, and special events.Perform other duties as required or assigned by company management.ReceptionistGreet visitors and answer phone calls in a professional and friendly manner.
Handle inquiries, direct calls, and provide information or assistance as needed.Notify / distribute incoming mail and packages; prepare outgoing FedEx / UPS shipments.Maintain the reception area to ensure it is clean and organized.Event PlanningPlan, coordinate, and execute company events, including team-building activities, holiday parties, and off-site meetings.
Manage event logistics such as venue selection, catering, scheduling, and setup.Coordinate with vendors and suppliers to ensure timely delivery of event-related materials and services.Develop and manage event budgets, ensuring cost efficiency while maintaining quality.Work closely with the Executive team to align events with company culture and objectives.Collect and analyze feedback post-events to evaluate success and identify areas for improvement.Ensure compliance with company policies and safety regulations during events.Vendor and Supplier Management (as necessary)Troubleshoot or facilitate maintenance of office equipment, including cleaning, maintenance, and repairs.
Identify service / repairs (HVAC, Electric, Appliances, etc.) needed and contact and schedule vendors in coordination with Executive Management.Negotiate, order, and maintain inventory of office and general supplies.Negotiate and purchase associate-branded clothing.Plan and purchase office furniture and related décor as necessary.Safety and SecurityClose the office at night, ensuring that all necessary tasks are completed, and the premises are secure.
Monitor access control and visitor registration.MUST INCLUDE SALARY REQUIREMENTS - THIS IS NOT A REMOTE POSITION
Position Requirements
High School Diploma or equivalent (Associate’s Degree preferred)Previous experience in an office administration or receptionist role (1-2 years)Serve as a Pennsylvania Notary Public or be willing and able to become oneProficient in Microsoft Office Suite (Word, Excel, Outlook)Strong organizational skills with the ability to multitaskExcellent verbal and written communication skillsFriendly and professional demeanorAbility to handle confidential information with discretionFull-Time / Part-Time : Full-Time
EOE Statement
We are an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, disability status, protected veteran status or any other characteristic protected by law.
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