What are the responsibilities and job description for the Office Manager position at QISG?
Job Description – Office Manager
General Description
The Office Manager will provide direct support to the QISG team in all functions of daily operations including, but not limited to, administrative tasks such as scheduling meetings, coordinating travel, and submitting expense reports. The Office Manager will also provide aid to the operations team by preparing project reports and/or any other project support duties as assigned. The Office Manager will greet and provide general support to all visitors and office personnel, develop, and implement office procedures to ensure that operations run smoothly, and liaison/coordinate with internal and external stakeholders as appropriate.
Duties
- Provide Operations management with administrative support
- Coordinate meetings for Operations management with customers
- Arrange travel for Operations management
- Perform general office duties such as ordering supplies and maintaining records
- Ensure office efficiency by planning, implementing, and maintaining office systems, layouts, and equipment procurement
- Maintain office services by organizing office operations and procedures, controlling correspondence, managing filing systems, reviewing, and approving requisitions, and assigning and monitoring administrative functions
- Open, sorts, and distribute incoming correspondence, including faxes and email
- Draft reports, memos, letters, and other documents using relevant computer applications (MS Office, Visio, etc.)
- Read and analyze incoming memos, submissions, and reports to determine their significance and plan their distribution
- Liaise with facility management vendors, including cleaning, catering, and security services
- Maintain the office condition and arrange necessary repairs
- Partner with HR to uphold and maintain office policies as necessary
- Assist HR in the onboarding process for new hires
- Coordinate with IT department on all office equipment
- Address employee queries regarding office management issues (e.g., stationery, hardware, and travel arrangements)
- Plan in-house or off-site activities, like parties, celebrations, and conferences
- Coordinate departmental logistics and training opportunities for staff development
- Plan internal and external cross-functional meetings, to include preparing meeting content and minutes
- Collaborate with various departments to assist with the drafting of presentations, ensuring materials are completed, organized, and reviewed
- Assist in managing projects
- Manage the practices and procedures for retention, protection, retrieval, transfer, and disposal of project records
- Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends
- Review and approve expense reports
- Achieve financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions
- Ensure that all items are invoiced and paid on time
- Manage contract and price negotiations with office vendors, service providers and office lease
- Monitor the successful completion of project milestones, activities, and tasks
- Apply initiative, creativity, logic, and technology to develop and implement approved projects/initiatives
- Communicate project status, risks, forecasts, successes, and failures
- Coordinate tasks and resources across multiple, simultaneous projects throughout the project life cycle
- Provide project accounting support, run cost analysis reports vs. project budget, complete earned value management scenarios
- Adhere to internal standards, policies, and procedures
- Perform special projects and completes other duties as assigned or requested
- High school diploma, or equivalent
- 1 year of work experience in an administrative/office management role
- Bachelor's degree in business administration, communications, or a related field
- 2-5 years of work experience in an administrative/office management role
- Previous experience or exposure to project management work
- Self-starter who can work independently while supporting the needs of the team
- Exceptional attention to detail, problem-solving skills, and analytical abilities
- Excellent communication and interpersonal skills (both written and verbal) with proven ability to communicate effectively across all levels of the organization
- Strong organizational and time management skills with the ability to effectively prioritize
- Must be proficient with Microsoft Office and Google products
- Travel: Yes
- Percent of Time: Up to 10%
