Office Manager

WHAT YOU’LL DO

• Execute large-scale events with support from the Events Planning Committee
• Promote and maintains team cohesion, allocates and manages tasks and resources, and mentors, motivates, develops, and manages the performance of junior employees, with support from more senior employees. Ensures all tasks assigned to junior employees are completed correctly and in accordance to due dates.
• Design, implement, monitor, and revise office policies, procedures, and standards
• Coordinate with Finance to determine quarterly expense projections, schedule expenditures, analyze variances, and take corrective action, with support from more senior employees.
• Play an integral role in emergency planning and evacuations – serves as lead Floor Warden and ensures building safety training is up to date for all employees. Participation in annual fire drills as company representative.
• Maintain company apartment, coordinating cleanings and key checkout/return.
• Actively ensure employees and work comply with company policy and applicable laws and regulations
• Perform general administrative duties such as copying, faxing, filing, sorting mail, answering/screening incoming calls. Provides full coverage for front reception desk.
• Thoroughly clean offices, conference rooms, classroom, kitchens, and other common areas
• Maintain storage areas and cleaning equipment, materials, and supplies in a safe and orderly manner to ensure staff and visitor safety
• Maintain full asset inventory and provides annual Statement of Values to finance.
• Respond promptly and independently to requests for basic office maintenance, repairs, supplies, and cleaning needs from employees
• Proactively inspect the building, offices, and common areas and reports any safety, sanitation, fire hazards, or other issues to the Facilities Manager
• Set up, arrange, and move equipment, furniture, etc., for employee workstations as well as to prepare for company events such as workshops and meetings.
• Manage and coordinate multiple project schedules to facilitate timely achievement, accuracy, and completeness of results
• Monitor suite security/building systems as 1st POC (i.e. requesting security surveillance footage, logging visitors and badge scans, programming key cards)
• Perform basic troubleshooting, computer equipment replacement, and escalation of issues to the appropriate IT staff member as necessary.
• Perform other duties as assigned.

A TYPICAL DAY

• You start with your daily opening routine, catching up on all inboxes, balancing daily office responsibilities and food programs, and addressing any urgent priorities.
• You then run the front desk throughout your day, where you will provide employee support while managing administrative tasks at your workstation. You’ll be serving as the point of contact for in person employee needs, as well as any visitor requests. You will be responsible for managing your personal workload while providing overall office support.
• Later in the day, you manage facilities tasks, like updating the office inventory, or setting up a workstation for a new employee. You’ll perform any required maintenance on office appliances, or help an employee with a monitor screen that isn’t working, etc.
• You end with your daily closing routine, ensuring that everything is in order for the next day.

WHO YOU ARE

• Qualifications required to be successful in the role:
• Bachelor’s degree or equivalent relevant experience
• 5 years of work experience in an administrative/office management role
• 3 years of leadership experience:
• Excellent organizational skills, attention to detail, and communication
• Adept at Microsoft Office Suite
• Proficient in prioritizing tasks, exercising sound judgment, and meeting deadlines in a fast-paced environment
• Able to thrive in an environment with high levels of responsibility as a self-starter
• Strong interest in running an office, and enjoy playing a supportive role
• Strong leadership and managerial skills – excellent interpersonal skills and proficient at working both independently and in a team-oriented environment
• Skilled in demonstrating critical thinking and problem-solving
• Experienced in recruiting, training, and mentoring employees
• Able to work occasional evenings and weekends, on call 24/7 for office emergencies
• Adept at enforcing department and company policies, workflow, and operating procedures
• Skilled in budget management and managing service contract requirements
• Able to meet the physical demands of facilities work, including standing, walking, and lifting heavy objects of at least 25lbs
• Able to perform basic appliance maintenance and repairs
• Punctuality and daily onsite presence mandatory
• Ideally you will also have:
• Interest in health and social policy
• Commitment to developing and sustaining office culture