Office Manager

Job Description

Job Description

Description :

Job Title : Office Manager

Reports To : Director of Operations

Department : Operations

FLSA Status : Exempt, Non-Union

POSITION SUMMARY :

The Office Manager is an integral member of the SCES team and often the first point of contact for internal and external parties engaging with the agency; therefore, maintaining excellent stakeholder interactions is key. Reporting to the Chief of Staff, the Office Manager is responsible for overseeing the daily operations of the office and its various departments, supporting others within the agency. The Office Manager understands the concepts of servant leadership and its role in promoting and fostering a welcoming, safe and inclusive environment within the agency by consistently practicing strong communication and customer service skills, patience, flexibility, and adaptability to an ever-changing and dynamic work environment. Additionally, the Office Manager develops systems and workflows that improve the overall working environment at SCES and address emergent client and departmental needs.

Job Responsibilities and Performance Standards :

• Oversee the work of all office services employees to ensure they work productively and meet deadlines and company standards while providing superb customer service in all internal and external stakeholder interactions.
• Manage office supplies and services to meet agency needs; research and recommend high-quality, low-cost sources of supplies and services; negotiate favorable contracts and / or purchase of services and supplies; act as liaison and maintain good relationships with vendors; maintain adequate supply inventories; ensure that equipment is well maintained and serviced; and hire contractors when needed.
• Manage and maintain operational records, databases, and reports.
• Manage and coordinate operational projects and initiatives.
• Assist the in monitoring and maintaining department specific KPIs and proactively address trends as they emerge.
• Manage office and storage space : maintain space in good repair and presentation; develop and maintain storage systems that track storage inventory and provide for appropriate disposal of items from storage; assist with space planning and assignment.
• Manage security system : act as a liaison between the security system company and central dispatch; provide orientation and training to new staff on using the security system.
• Maintain agency memberships and subscriptions to remain current, and ensure all relevant records are accurate and complete.
• Oversee daily mail processing, including timely and accurate collection, distribution, and routing.
• Manage employee parking; manage acquisition and distribution of city visitor parking permits; maintain a good working relationship with city parking officials.
• Maintain filing systems, both electronic and physical.
• Create an office budget and monitor adherence to such. Manage accounts and perform minor bookkeeping.
• Act as the liaison between SCES and the landlord, as well as with sub-tenants.
• Coordinate with the maintenance company and building management to keep the office clean and safe and ensure that appliances are in good working order. Proactively address maintenance, stocking, and upkeep within the agency.
• Report office progress to senior leadership and works with them to improve office operations and procedures.
• Organize meetings, including scheduling, sending reminders, and organizing catering and travel when necessary.
• Onboard new employees ensuring they have all equipment and access necessary to do their duties.
• Write and edit documents from letters to reports and instructional documents.
• Performs other duties as assigned.

Professional Standards and Conduct :

Physical Environment

Social / Psychological Conditions :

Physical Effort :

Requirements :