Office Manager

POSITION TITLE: Office Manager

DEPARTMENT: Facilities Management

REPORTS TO: Facilities Management Executive Director

Position Summary

The Office Manager Manages work order system inputs and schedules and provides office, clerical and radio support for various operations within the Facilities Management Department. Reports to the Facilities Management Executive Director.

Job Duties & Responsibilities

• Answers incoming calls and greets office visitors in a pleasant and professional manner that represents the department in a positive image.
• Provide office support to Directors
• Assists in insurance related matters, including workers’ compensation claims on Facilities Management employees and forwarding files to Human Resources.
• Performs work that is confidential in nature
• Coordinates designated office functions, Handles inquiries and exercises judgment in referral of inquiries to the correct department
• Prepares and maintains records, notes, letters, tables, reports, forms, memoranda, and other material.
• Maintains personnel and leave records and performs associated personnel duties.
• Plans and schedules work orders: assigns priority and routes work orders, with estimated completion dates, to appropriate technicians.
• Creates and updates preventative maintenance work orders as directed.
• Serves as the central point of contact for employment applicants: schedules interviews, checks references, schedules new employee orientation meetings and other appointments as required.
• Prepares and updates spreadsheets and reports regarding event set-up inventory, fuel usage, etc. for the facility.
• Monitors email for work order requests, faxes and other time sensitive matters. Monitors security cameras.
• Utilizes base radio system to communicate with departmental employees regarding emergency work orders and other time sensitive information.
• Receives material order deliveries and informs technicians of delivery.
• Maintains van schedules and billing, coordinates van cleaning and maintenance as required.
• Issues contractor keys and building access cards and insures that all keys and cards are returned in a timely manner. Schedules pest control and elevator repairs.
• Communicates positively with Faculty, staff, and students in performance of duties.
• Must function under a minimum of direct supervision.
• Assists Facilities departments with reports, supplies deliveries and other needs.
• Performs general clerical duties.
• Must complete all required training as scheduled.
• Performs other duties as assigned.
  
  

Essential Skills

• Minimum of high school diploma is required.
• Thorough knowledge of MSOffice Applications (Word, Excel, Access, etc.) and Computer Maintenance Management Systems (CMMS)
• General experience with typical office equipment and computer systems.
• Excellent organizational skills, including establishing priorities.
• Excellent oral and written communications and interpersonal skills.
• Ability to work independently and maintain confidentiality is essential.
• Ability to relate effectively with many different types of people.
• Ability to multi-task while dealing with numerous interruptions.
• Willingness and ability to work as a friendly and productive team member is expected.
• Punctuality and a good attendance record a must.
  
  

The Facilities Department will contact individuals for interviews based on applications submitted through this page. Due to the volume of applications and interest that we receive we do ask that you refrain from calling our Facilities Department directly. Please direct any questions to hr@hendrix.edu, or if you do not have access to email you may call (501)450-1494. This job opening will remain open until the position is filled.

Hendrix College strives to maintain an environment free from discrimination and harassment, where members of the Hendrix Community treat each other with respect, dignity and courtesy. The College adheres to the principle of equal educational and employment opportunity without regard to age, race, color, religion, gender, disability, sexual orientation, gender identity or expression, genetic information, or national origin.