Office Manager 20-30 Hours Per Week

Job Title: Office Manager

We are seeking a dynamic, detail-oriented, and highly organized Office Manager to join our team. This role focuses on team management, office operations, and administrative tasks, playing a vital role in ensuring the smooth day-to-day running of the office. The ideal candidate will be proactive, comfortable working independently, and capable of managing tasks without constant supervision.

Please Note:

• This is a PART TIME position.
• 20-30 hour-per-week, from 10:00 AM to 4:00 PM, in-office, with a 1-hour break.
• November-March is high season - work will be more intense, hours may increase.

Position Overview:

The Office Manager will be responsible for overseeing office operations, managing daily tasks, ensuring team productivity, and handling key administrative duties. This role involves task management, supporting the team, coordinating the Trip Wallet program, and ensuring smooth communication across the board. We prioritize character and attitude over past experience, as we provide comprehensive training for the right candidate.

Key Responsibilities:

• Task Management & Team Accountability: Monitor the team’s progress on assigned tasks through our proprietary software, ensuring deadlines and quality standards are met. Foster a collaborative environment by motivating team members and holding them accountable. This needs to be checked and completed weekly.
• Task Programming: Assist in creating project timelines, inputting data, contact information, and calendar items into the system.
• Email Management: Organize and maintain a streamlined inbox by reading, filing, and deleting emails as needed. Daily check and answering of emails and voicemails.
• Dictation and Communication: Use dictation tools to create emails and tasks efficiently, ensuring accurate communication and follow-up.
• Document Management: Upload documents and maintain records in our office management software (Clio), ensuring accuracy and proper record-keeping. You will also be responsible for uploading documents onto our company IPAD’s for the on-site staff.
• Contact Management: Ensure all contacts are accurately entered and maintained in our systems, keeping organized and up-to-date records.
• Trip Wallet Coordination: Prepare and organize documents for travel wallets, coordinating with the graphic designer and vendors to ensure timely production and delivery. Oversee the collation and distribution of travel wallets, maintaining detailed records. Preparation of documents begins September 1st. Everything MUST be ordered by November 1st and in office by December 1st. Labels for mailing must be printed on December 1st for all trips. Must be able to use Excel and be able to upload data into label management software to be printed.
• Operations Assistance: Create weekly update emails for clients and internal communications about task progress. Support the operations management team to ensure seamless execution of incentive programs.
• Office Management: Handle phone calls with professionalism and kindness. Order office supplies and ensure smooth day-to-day office operations monthly.
• Gift Research and Ordering: Researching and ordering gifts to find thoughtful, high-quality items that suit our client’s preferences while ensuring timely delivery. Research will occur July/August/September. Ordering will begin in November.
• Ordering Trip Signage: Working with our graphic designer to create and order signage for trips ensures cohesive branding, clear communication, and a polished guest experience, and all signage must be finalized and ordered by November 1st.
• Small Trip Account Manager: Responsible for managing email correspondence, overseeing registration entries, compiling and maintaining rooming lists in Excel, organizing airline information in structured spreadsheets, and reviewing arrival and departure details to ensure accuracy and efficiency.

Skills and Qualifications:

• Strong attention to detail with excellent organizational skills.
• Experience in office management or similar roles, with a solid understanding of task management and team coordination.
• Proficiency in email management using filters, folders, and maintaining a clean inbox.
• Experience with dictation tools to efficiently create tasks and manage communications.
• Familiarity with document management software, specifically Clio or similar platforms.
• Ability to manage contact information with precision.
• Proficient in Microsoft Office programs, such as Excel, Word, and Outlook, with a willingness to learn additional software.
• Ability to multitask and manage various responsibilities while maintaining high standards of accuracy.
• Strong leadership skills, with the ability to work independently and inspire team members without micromanagement.
• A positive, customer-focused attitude with exceptional communication skills.
• Commitment to excellence in all tasks, with a willingness to go the extra mile.

What We Offer:

• A challenging and rewarding role, centered on innovation, problem-solving, and task management.
• A dynamic and supportive team environment.
• Opportunities for professional development, including training in specific software programs.

How to Apply:

If you are a self-starter with a passion for office management, the travel industry, and a talent for team building, we would love to hear from you! Please submit your resume and a cover letter outlining your experience and explaining why you are the ideal candidate for this role. Apply now to take the next step towards a fulfilling career with The GRA Group.

Job Type: Part-time

Pay: From $20.00 per hour

Expected hours: 20 – 30 per week

Work Location: In person

Salary : $20