Office Manager

POSITION SUMMARY

Provides administrative support to the senior executive team, as well as liaison and oversight of office systems including IT, telecommunications, mail, etc. Performs duties for any range of corporate office functions, including scheduling and preparing for meetings, taking and transcribing minutes, organizing and distributing materials, maintaining files, and assisting with computer user support. Reports to the local market manager.

RESPONSIBILITIES

· Schedule management and team meetings on behalf of the market manager and other department heads. Communicate with invitees, compile, organize and issue materials as provided by others in preparation for meetings, arrange for meeting space, and order food and set ups. Take and transcribe meeting minutes, ensure proper signing and maintaining records of signed board and committee packages and minutes in keeping with requirements.

· Support senior managers administratively with special requests, including research projects and other miscellaneous duties.

· Prepare and issue authorized communications to staff relating to policy and procedures or other notifications. Conduct research, reporting back to primary function heads.

· Administers HyperFiber’s internal VOIP phone system with the assistance of IT.

· Provide support for the employment and onboarding of new employees. Schedules interviews with job candidates, prepares orientation packages, schedules orientations, coordinates onboarding procedures, orders office equipment, coordinates with IT for hardware and network support.

· Establishes new company facilities, maintains copies of building leases.

· Orders and maintains office supplies, ensuring that copiers, scanners, postage meters and other office equipment are supplied and remain operational. Maintains kitchen supplies, prepares packages for delivery, and coordinates facilities requirements with landlords.

· Provide for user support for individual computers, coordinating with IT provider and CFO as required. Maintains an inventory of all computer hardware, and oversees a rotating 5-year PC and device replacement plan.

· Act as a liaison with IT on all technology-related issues, including rapid response to staff problems and internal system network outages.

· Answer and direct phone calls.

· Maintain staff calendars and organize team events.

· Provide timely and proactive management of the organization’s office environment, including:

o Supervise and coordinate overall administrative activities.

o Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and housekeeping of office facilities.

o Negotiate the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.

o Supervise the maintenance of office equipment, including copier/scanner.

o Responsible for the day-to-day operations (e.g., distributing building access keys and backup to security access key fobs, etc.).

o Manage the reception area to ensure effective phone and mail communications, while maintaining a professional image.

· Display engaging interpersonal skills including the ability to think and act strategically, provide sound judgment, and provide a positive and energetic presence.

· Provide systematic and dependable follow-up, as well as a high level of organization and preparedness.

JOB EXPERIENCE & REQUIREMENTS

· Bachelor’s degree in business, computer science, or a related field. MBA is a plus.

· Five years’ experience as an executive assistant/office manager in a high-level administrative support role.

· Thorough knowledge of Microsoft 365 platform. Exceptional experience with Excel, Word, and PowerPoint software, Outlook email, and full utilization of Teams.

· Certified Administrative Professional (CAP) preferred.

· Professional demeanor and communication skills.

· Proven ability to solve problems creatively and handle multiple tasks simultaneously, with minimal supervision.

· Demonstrated ability to effectively handle confidential information.

· Demonstrated ability to effectively handle new and/or sensitive situations, and determine what actions are required.

· Highly developed sense of professional courtesy.

· Strong leadership skills with a track record of driving team success.

· Willingness to travel to local markets.

· Compliance with company controls and processes.

· Record of integrity, ethical, professional, and personal standards supported by references.

HyperFiber is an equal opportunity employer, and does not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Monday to Friday

Ability to Commute:

• Tukwila, WA 98188 (Required)

Ability to Relocate:

• Tukwila, WA 98188: Relocate before starting work (Required)

Work Location: In person

Salary : $50,000 - $60,000