Position Summary: The Office Manager's responsibilities include administrative support to the Home Office team. Responsibilities include answering phones, distributing mail, screening calls, greeting visitors, assisting Senior Management Team with coordinating schedules and meetings and general clerical duties including distributing mail, filing, faxing, scanning and electronic filing. Customer service, responsiveness, adaptability, and flexibility are the key to this position.
Office Operations:
Present company and self in a positive and professional manner. Support and oversee general office services by organizing office operations and procedures and ensuring organizational effectiveness, efficiency, and safety,
Provides historical reference by maintain filing systems, monitoring clerical functions, defining procedures for retention, protection, retrieval, transfer, and disposal of records.
Designs and implements office policies by establishing standards and procedures and adjusts as necessary.
Maintains a master Home Office team calendar and other communication tools as needed.
Assist with developing and working with spreadsheets, power point presentations, word documents etc. (requiring proficiency with Microsoft software Word, Excel, PowerPoint, Teams, etc.)
Manages conference/meeting space scheduling and assists in scheduling for home office staff, preparation for meetings, video conferences, and other functions as needed.
Inventory, order, and stock office supplies; organize supplies including general office, storage cabinets and closets, kitchen and conference/meeting space including working with vendors and arranging deliveries.
Arranges for procurement of new equipment as needed in coordination with IT group including working with Property Systems Director and IT regarding Server Room and other IT Home Office responsibilities as needed
Coordinates maintenance of the office and equipment when required.
Works with building management regarding office maintenance and repairs including being emergency contact.
Handles incoming calls from main office line, inquiries, and office visits and direct to appropriate person, department or take message as appropriate
Manages incoming and outgoing mail and packages.
Supports office staff by orienting, and training employees on office policies and procedures.
Coordinates travel arrangements and reservations for the team as necessary.
Manages invoices, subscriptions, memberships, and sponsorships as needed
Participates and supports ad hoc projects that may take place in a fast-paced team setting.
Conduct research as needed.
Able to lift or transport packages up to 25 lbs.
Physical presence in office is required
People Operations/Events:
Coordinate with Home Office team to schedule onsite meetings.
Disseminate communications from building management to the office
Facilitate office visits; greet visitors, vendors, and potential new hires.
Coordinate office social events such as offsite, all hands, team lunches, birthdays, and holiday celebrations.
Manage setup, breakdown, and general facilitation of office events with appropriate department
Assist Home Office team, community leadership with various requests as needed.
Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
Specific Educational/Vocational Requirements:
High school diploma, GED, or equivalent required, Bachelors' Degree preferred
Two to three years' experience in office management Proficient with Microsoft software Word, Excel, PowerPoint, Teams, online video and conference call platforms, Monday, Trello, etc.
Knowledge or experience with Adobe Acrobat, online software programs, portals, database systems is helpful but not required
Working knowledge of standard office equipment, computers, printers, scanners, postage meters, fax machine etc.
Job Skills:
Must be a highly responsible individual capable of working independently.
Must be an excellent communicator with excellent verbal and written skills.
Must possess a strong customer service approach and sales-oriented personality.
Must possess well developed organizational abilities.
Must be able to work proficiently in a fast-paced environment and interface with a variety of professionals.
We treat our associates like family by offering benefits for growth, health and happiness:
