Office Manager

We are seeking a highly organized and proactive Office Manager to oversee and coordinate administrative duties and office procedures. The ideal candidate will create and maintain a pleasant work environment, ensuring smooth operations, high levels of organizational effectiveness, communication, and safety. As the Office Manager, you will play a key role in supporting office functions, scheduling meetings, arranging supplies, greeting visitors, and providing general administrative support to employees.

Key Responsibilities:

Office Operations Management:

• Oversee office maintenance, mailing, supplies, equipment, bills, errands, and shopping.
• Organize and maintain the office layout, ensuring a productive and comfortable working environment.
• Manage office supplies inventory and coordinate orders as needed.
• Maintain office condition and organize repairs when necessary.

Scheduling & Coordination:

• Schedule meetings, appointments, and events.
• Manage and coordinate the office calendar, ensuring efficient time management.
• Plan in-house or off-site activities, such as parties, conferences, and team-building events.

HR & Onboarding:

• Assist in onboarding new hires and ensure all necessary documentation is completed.
• Maintain employee records and coordinate with HR for smooth onboarding processes.
• Track employee attendance, including managing records of leave, absences, and tardiness.
• Monitor attendance patterns and address attendance issues per company handbook with management.
• Track and maintain employee performance reviews, ensuring they are completed on schedule.
• Ensure proper documentation and filing of performance evaluations.

Vendor & Contract Management:

• Liaise with facility management vendors (cleaning, catering, security services, etc).
• Negotiate contracts and manage relationships with vendor service providers.
• Ensure timely payment of invoices for services and supplies.

Accounts Payable & Accounts Receivable:

• Manage accounts payable by processing invoices, verifying payment terms, and ensuring timely payments.
• Track and record accounts receivable, ensuring that customer payments are processed accurately and on time.
• Reconcile discrepancies between accounts payable and accounts receivable records.
• Prepare and send out statements to clients, ensuring outstanding payments are followed up.
• Work with the finance department to ensure accurate record-keeping and compliance with company financial policies.

General Administrative Support:

• Greet visitors and provide general assistance.
• Provide support to employees for administrative tasks and office needs.
• Coordinate with the IT department for office equipment and technology needs.
• Follow up on outgoing logistics process and procedure.

Job Type: Full-time

Pay: From $45,000.00 per year

Benefits:

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

Schedule:

• Day shift
• Monday to Friday

Experience:

• Microsoft Office: 1 year (Preferred)
• Administrative experience: 1 year (Preferred)

Work Location: In person

Salary : $45,000