Office Manager

Essential Functions

• Plan, direct and coordinate support services for the office
• Directly supervise logistics personnel, serving as their mentor and coach. Help identify opportunities for staff development and cross-training
• Goal setting and annual review process, including performance management and development of local logistic personnel
• Plan and coordinate internal office events and community engagement in conjunction with leadership
• Serve as the main point of contact for all building maintenance and facilities requests, facilities support and service calls
• Maintain an updated record of invoices from external partners and track regular and ad-hoc facility expenses
• Manage vendor relationships, and make recommendations to leadership regarding options and cost saving initiatives
• Coordinate various facility-related and custodial- related functions in the local office
• Set up and break down/clean-up of conference or meeting rooms
• Submit catering orders for meetings or training sessions
• Assist with vendor contact and coordination of services
• Assist with other hospitality requests as needed, and recommend ways to improve processes
• Maintain a safe, functional, and productive work environment, and ensure the physical appearance of the office meets company standards
• Coordinates and ensure security and emergency preparedness procedures are implemented properly
• Communicates workplace safety precautions to employees
• Assist in the onboarding process for new hires and the offboarding process for employees leaving the firm
• Maintain office equipment, such as printers, projectors, etc., and/or identify the need for any repairs
• Check rooms and furniture to identify needs for repairs or renovations
• Additional duties as required

Requirements

• Bachelor or Associate’s degree preferred or equivalent experience in a Professional Services firm
• Minimum 8+ years of executive administrative experience working in a professional services firm or office setting
• Proven experience in managing or supervising administrative personnel
• Knowledge of office manager responsibilities, systems, and procedures
• Ability to work alone and/or unsupervised
• Ability to work overtime as needed and/or on a seasonal basis (weekday evenings and weekends)
• Must be honest and ethical and maintain confidentiality when necessary
• Must be reliable, responsible, dependable, and fulfill obligations
• Willingness to lead, take charge, and offer opinions and direction
• Strong attention to detail and problem-solving skills
• Flexibility and adaptability required
• Ability to build relationships with all levels of employees
• A commitment to quality, continuous improvement, and teamwork
• Ability to multitask and prioritize
• Excellent written and verbal communication skills
• Excellent computer skills, including proficiency in Microsoft Office (MS Word, MS Excel, and MS Outlook in particular)