Office Manager

Office Manager
New York, NY

Job Overview
We are actively hiring for an exceptional Office Manager that will make a large impact to the business. We want someone that will execute on the day-to day responsibilities along with taking ownership of bigger picture initiatives. Office Manager responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our team members. A successful Office Manager should also have experience with a variety of office software (email tools, spreadsheets and databases, powerpoint and excel) and be able to accurately handle administrative duties.

Responsibilities
  • Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
  • Maintains office services by organizing office operations and procedures; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
  • Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
  • Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
  • Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
  • Supports Talent Acquisition by scheduling, orienting, and onboarding team members.
  • Creates presentations, organizes and facilitates company meetings, and offers tech support where necessary.
  • Responsible for the company’s day-to-day operations (such as distributing building access keys, meeting setup, morning and evening office procedures, etc.) 
  • Oversees/handles all office needs such as bills, errands, orders (food, supplies, equipment), mailing and shopping where need be
  • Understands workings of the office and able to resolve all technical issues (maintenance of printer, copier, scanner, phones, etc.)
  • Plan in house/off site activities
  • Participates as needed in special department projects

Qualifications
  • Bachelor’s degree or equivalent work experience  
  • At least two years of previous experience in office management 
  • The ability to identify process improvements and make sound recommendations
  • Ability to handle confidential and sensitive information with discretion
  • Ability to identify and resolve issues independently with initiative
  • Strong team player and collaborator
  • Excellent attention to detail
  • Microsoft Office (Word, Powerpoint, Excel), Supply Management, Managing Processes, Promoting Process Improvement

Key Characteristics of a Rockstar Office Manager:
  1. Flexibility: The ability to adapt and improvise is critical.
  2. Stellar Organization & Follow-Through: It’s not just being organized though – it’s caring enough to make sure that the tasks you’re tracking get done on time and are done well.
  3. Complete Accessibility: An office manager should be accessible – both in terms of availability, and in terms of the warmth of his or her personality. Your team should feel comfortable approaching the office manager for tasks that he or she owns.
  4. Solid Communication: This is especially true when you’re in charge of implementing company-wide policies. 
  5. Unreasonable Optimism: When people visit the office – whether it’s a potential new hire, possible investor, or future strategic partner – the office manager is usually the first person they see, and his or her demeanor helps form first impressions.
  6. Creativity: Increasingly, a company’s office manager is responsible of the office vibe. The office vibe sets the tone for the rest of the business and helps create the culture that we need in order to be productive, creative, and hit our goals each month.
  7. Unwavering Self-Confidence: This role requires interaction with the senior leadership team, so you have to be confident in order to earn their respect. With this self confidence is the ability to push back from time to time. As much as you might want to, you can’t be everything to everyone, and you have to prioritize. 
  8. Anticipation: Being proactive and anticipating future needs is one of the best assets an office manager can have.
  9. Emotional Intelligence & Composure: While reading and catering to the emotional needs of your team is crucial, on the flipside, you can’t have thin skin and be a great office manager. Having a level head and maintaining composure in the face of pressure is a necessary attribute.

Physical Demands
  • The physical demands described here are representative of those that must be met by a team member to successfully perform the essential functions of this job.
  • While performing the duties of this job, the team member is regularly required to talk or hear. The team member frequently is required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms.
  • This position requires the ability to occasionally lift office products and supplies, up to 25 pounds.

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