The Office Manager is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities. They are also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.
Primary Duties/Responsibilities:
Participates as needed in special department projects.
Performs clerical and administrative duties including typing documents, correspondence and reports for their assigned department. Composes and initiates routine correspondence and memoranda. Edits and proofs documents for grammar, spelling, and clarity of expression, organization, and conformance to company specifications. Proofs art or graphics and verifies that art and text agree.
Enters data from various sources to maintain and update various databases and spreadsheets.
Ensures data integrity by verifying input and calculations.
Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
Works with an assigned team to develop and maintain standard templates, descriptions and sections of presentations to maximize efficiency and reduce turnaround time.
Screens telephone calls and visitors. Answers basic questions and provides information. Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner.
Maintains organized computer and/or hard copy files for easy identification and retrieval.
Maintains inventory of departmental office supplies. Prepares purchase requests for above items and coordinates with the purchasing department.
Occasionally schedules & maintains a calendar of meetings & travel itineraries. Occasionally coordinates associated arrangements. Occasionally plans, coordinates and makes arrangements for on-site and offsite Conferences, meetings and special events. Ensures accurate and timely communication to involved parties.
Assists others in the facility / office as needed. May assist with departmental human resource functions, which may include preparation of confidential personnel information and new hire orientation.
Work Environment:
Usual Office Environment.
Qualifications
Education/Experience/Background:
High School Diploma/GED is required.
2+ years of administrative or equivalent experience.
At least two years of switchboard experience.
Knowledge/Skills/Abilities:
Ability to maintain absolute confidentiality.
Working knowledge of mail processes such as postage machines, Federal Express and UPS.
Strong planning and organizational skills.
Well-developed interpersonal and communication skills.
Professional appearance and manner.
Computer literacy, specifically Microsoft Office for Windows.
Ability to manage staff (supervisory experience).
Ability to negotiate effectively.
United States
