Job Description

Office Manager

The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, and task delegation.

The successful office manager is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Responsibilities:

• Point person for maintenance, mailing, shipping, supplies, equipment, bills, and errands
• Organize and schedule meetings and appointments
• Organize office operations and procedures
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• Manage contract and price negotiations with office vendors, service providers, and office lease
• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored
• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office
• Ensure that results are measured against standards, while making necessary changes along the way
• Allocate tasks and assignments to subordinates and monitor their performance
• Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
• Perform review and analysis of special projects and keep the management properly informed
• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances, and carrying out necessary corrections that may arise
• Design and implement filing systems
• Establish and monitor procedures for record-keeping
• Ensure security, integrity, and confidentiality of data
• Design and implement office policies and procedures
• Analyze and monitor internal processes
• Implement procedural and policy changes to improve operational efficiency
• Prepare operational reports and schedules to ensure efficiency
• Monitor and maintain office supplies inventory
• Review and approve office supply acquisitions
• Handle customer inquiries and complaints
• Maintain a safe, secure, and pleasant work environment

Requirements:

• Proven office management, administrative, or assistant experience
• Knowledge of office management responsibilities, systems, and procedures
• Excellent time management skills and ability to multitask and prioritize work
• Attention to detail and problem solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills
• Proficient in Microsoft Office
• Knowledge of accounting, data, and administrative management practices and procedures
• Knowledge of human resources management practices and procedures
• Knowledge of business and management principles
• Computer skills and knowledge of office software packages

Key skills & proficiencies:
- Communication
- Analysis and Assessment
- Judgment
- Problem Solving
- Decision Making
- Planning and Organization
- Attention to Detail
- Coaching
- Initiative
- Adaptability
- Teamwork
- Budgeting
- Developing Standards
- Process Improvement
- Inventory Control
- Supply Management
- Creativity
- Proactivity
- Recordkeeping
- Billing
- Interpersonal Skills
- Administrative Support

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