FSI Office Manager

Description

Summary: The Office Manager is responsible for providing comprehensive administrative and operational support to the organization. This role requires a highly organized and proactive individual with excellent communication and interpersonal skills. The Office Manager will be responsible for a wide range of duties, including but not limited to:

Responsibilities:

1. Front Desk & Reception:

• Greet and welcome visitors, staff, and clients.
• Direct visitors and inquiries to the appropriate staff members.
• Manage sign-ins for board meetings and guest badges.
• Open and close Shaffer Gate as scheduled (7:30 AM - 4:00 PM).
• Dock and un-dock the front door between 8:00 AM and 4:00 PM.
• Maintain and update the office directory.

1. Mail & Package Management:

• Collect and sort incoming mail daily.
• Distribute mail to designated inboxes and stamp received dates.
• Return misdirected mail to the appropriate senders.
• Receive, log, and distribute packages.

1. Office Operations:

• Maintain a clean and organized office environment.
• Ensure meeting rooms are stocked with necessary supplies (pens, markers, sanitizing wipes).
• Assist with office moves and reconfigurations as needed.
• Coordinate with building maintenance and property management on facility issues.
• Respond to office emergencies and coordinate with relevant parties (e.g., First Alarm, security).

1. Kitchen & Breakroom Management:

• Prepare coffee and ensure adequate supplies (coffee, filters, creamer) are available.
• Maintain kitchen cleanliness, including washing dishes, wiping down counters, and checking for expired food.
• Restock kitchen supplies (paper towels, dish soap, utensils, etc.).

1. Supply Management:

• Manage inventory and order office supplies (printer paper, stationery, cleaning supplies).
• Maintain stock of bathroom supplies (toilet paper, soap, hand towels).
• Manage the American Supply Closet, ensuring adequate inventory and organization.

1. Administrative Support:

• Assist with event planning and coordination as needed.
• Maintain accurate records and files.
• Assist with onboarding new employees, including providing office tours and introductions.
• Provide administrative support to other departments as requested.

1. Communication & Collaboration:

• Maintain effective communication with all staff members.
• Respond promptly to requests and inquiries.
• Collaborate with other departments to ensure smooth office operations.

1. Fleet Management:

• Assign vehicles to drivers.
• Ensure the vehicles in their fleets are properly maintained.
• Manage accidental reports.
• Facilitate vehicle maintenance and repairs.
• Maintain cleanliness of vehicles.

1. Event Organization

• Organize and set up company meetings and employee birthdays.
• Purchas food and supplies as needed.
• Assist with post event clean-up.

8. Technology & Systems:

• Assist with minor IT issues and troubleshoot basic technical problems.
• Maintain proficiency in office software and equipment.

Qualifications

QUALIFICATION REQUIREMENTS: Knowledge, skill, or ability required to perform the job.

Education and/or Experience

• High school diploma or equivalent required.
• At least two years’ experience coordinating and managing an office..

Language Skills

• Read, speak, write and understand English well enough to follow and share the regulations, requirements and communications for providing care to clients.
• Able to effectively present information and respond to questions.

Mathematical Skills

• Calculate figures and amounts such as discounts, proportions, and percentages associated with completing the requirements of the position.

Reasoning Ability

• Ability to carry out instructions furnished in written, oral, or diagram form.  
• Competent in dealing with problems involving several variables in different situations.

Other Skills and Abilities

• Timely complete tasks, meet deadlines, problem solve, and coordinate numerous activities.
• Adjust tasks in accordance with changing deadlines and priorities.
• Adequate computer skills to utilize e-mail, word processing and needed programs.

Additional Requirements

• In a culturally competent manner, maintain cooperative and professional working relationships and communications, providing services without regard to race, color, creed, national origin, marital status, sexual orientation, age, sex, religion, and handicap or payment status.
• Maintain cooperative and professional working relationships and communications.
• Perform tasks as integral part of team.
• Adjust tasks in accordance with changing deadlines and priorities.
• Must be able to complete tasks and meet deadlines while managing multiple projects.
• Work in a safe and acceptable manner, following established safety procedures.
• Timely complete tasks, meet deadlines, problem solve, and coordinate numerous activities.
• Adjust tasks in accordance with changing deadlines and priorities.
• Adequate computer skills to utilize e-mail, word processing and needed programs.

Additional Requirements

• Must be at least 18 years of age.
• Must be 21 and accepted by the Company’s vehicle insurance.
• Pass criminal background clearance prior to starting with HS Team.
• May be required to serve on company committees.
• Complete all annual training requirements as mandated by Front St. policies.
• Attend mandated meetings and trainings; fulfill all coursework and training hours required
• Work in a safe and acceptable manner, following established safety procedures.

Physical Demands:  Must be met to successfully perform the essential job functions.

• Regularly required to talk, hear, and sit, stand for extended periods of time.
• Frequently required to reach with hands and arms, stand, walk, stoop, and may occasionally be required to kneel, crouch, crawl or lift up to 20 pounds.
• Be physically, mentally and occupationally capable of performing assigned tasks per Front St. policies and other applicable regulations.

Work Environments:  Employee may encounter while performing essential job functions.

• Noise level is usually low to moderate.
• Possible contact with hazardous and caustic household cleaning chemicals.
• The actions of clients may be unpredictable.  Staff may be verbally assaulted and at times may be physically injured.

Salary : $27 - $29