Position Summary
The Office Manager is responsible for providing a wide range of office management and support to the company including answering phone lines, scheduling/managing calendars, making/confirming meeting arrangements, editing, and proofreading proposals, and writing correspondence. Must be self-managed and direct duties of all clerical staff. Must be numbers-oriented and be creative with project work. Must be open to not only being an office manager but also supporting a CEO and VP with travel arrangements, calendaring, expense reports, etc. Must be resourceful, an independent thinker, and self-sufficient as well as self-motivated.
Essential Duties and Responsibilities
The essential functions include, but are not limited to the following:
- Managing overall administrative activities for the office
- Remaining responsible for the day-to-day facilities operations including supervising the maintenance and alteration of office areas and equipment such as the layout, arrangement and housekeeping of office facilities; purchasing office supplies, furniture, office equipment etc. for the entire staff
- Performing administrative work such as typing, filing, sorting, and distributing mail; assisting with the preparation of correspondence to clients
- Maintaining confidentiality of sensitive and confidential information
- Assisting accountants with activities such as processing accounts payable and accounts receivables in an accurate and timely manner and other related activities
- Will be participating and supervising in a wide-range of company projects and events
- Performing other work-related duties as assigned
Minimum Qualifications (Knowledge, Skills, and Abilities)
- Associates degree in Business Administration; Bachelors preferred
- Previous experience as an office manager, supervisory experience is a plus
- Strong computer and internet skills including all MS Office suite (Word, Excel, Outlook, PowerPoint) required
- Experience with payroll software a plus; familiarity with administration of 401k plans, medical/dental insurance, COBRA, ERISA, FMLA, and related state and federal regulations a plus
- Must be a self-starter with excellent interpersonal and communication skills with a talent for customer service
- Must be efficient with strong attention to detail
- Must have strong customer support orientation (for internal/external customers), demonstrated professional demeanor, and the ability to maintain confidential information
- Must have strong skills in organization and planning, demonstrated ability to work independently and exercise sound judgment and problem solving
- Proven ability to manage projects
- Ability to prioritize tasks, exercise sound judgment and confidentiality with sensitive information
- Excellent communication, interpersonal, and presentation skills
Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.
Note
This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. Some requirements may exclude individuals who pose a direct threat or significant risk to the health or safety of themselves or others. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an “at-will” relationship.
