Office Manager

Office Manager

Reports to: CEO Office

Responsibilities

• Manages business operations and site requirements, including contracts, business licenses, leases, P&C insurance, service agreements and other business-related documentation.
• Tracks and updates company and employee professional licensing and credentialing.
• Creates and manages office inventory for US based offices.
• Documents and maintains office operations processes, procedures, and controls.
• Manages logistics relative to staff computer and equipment needs, software, phone assignment, office supplies, business cards, and other work-related needs.
• Manages calendars for onsite meeting space.
• Liaise with IT business partner for hardware and network set up and maintenance.
• Develops and maintains strong relationships with relevant vendors.
• Collaborates with Human Resources to coordinate employee events and wellness program.
• Prepares Executive Reports, presentations, and other business updates.
• Creates / maintains client database. Coordinates with CEO to enhance company image and maintain client goodwill via corporate announcements/communications and client gifts.
• Company administration support, audit and review of the correct paperwork and company compliance.
• Office management coordination (All building facilities, Managing Suppliers, Inventory of assets, Office bills, quotations, and office purchases, Incoming Mail)
• Answer and direct incoming phone calls, taking messages and transferring calls as needed.
• Events & office integration activities support (quarterly events, lunch & learns, integration initiatives, etc)
• Handle basic financial transactions, such as receiving payments and issuing receipts.
• Maintain confidentiality and handle sensitive information with professionalism
• Other similar duties and tasks as needed.

Qualifications

• People oriented, results driven with attention to detail in both written documents and verbal communications.
• Bachelor’s Degree in Business, Finance, or related field and minimum 3 years proven work experience as a business manager, office manager or site general manager. An equivalent combination of education and experience to obtain the necessary knowledge, skills, and abilities will be considered.
• Prior contracts administration experience preferred.
• Excellent active listening, negotiation, and presentation skills.
• Competence to build and effectively manage interpersonal relationships across the organization and with external business partners.
• Intermediate to advanced skills with various computer programs and software, including Microsoft Office, required.
• Experience with project management software, and project tracking processes. BqeCORE and SmartSheet experience preferred.
• Demonstrated experience in managing multiple projects and meeting deadlines.