Summary: The Office Manager will be responsible for organizing and coordinating office operations and procedures in order to ensure effectiveness and efficiency in the daily workflow, within the scoop of the administrative assistance daily office activities. The assistant will perform duties such as arranging meetings, scheduling appointments, keeping the office calendar, answering telephones and editing correspondence. Responsibilities may also include tracking purchasing supply and managing the supply room. In addition, staff is encouraged to be crossed trained and have an understanding of job functions within their designated unit. Responsibilities: The Office Manager is responsible for, but not limited to:
- Oversee all aspects of general office coordination
- Responsible in maintaining open communication between units via reporting structure
- Maintain confidentiality in all aspects of resident, staff and agency information
- Interact with residents, vendors and visitors
- Answer telephones and transfer to appropriate staff member
- Maintain administrative calendars
- Distribute incoming correspondence, including faxes and email
- Sign for and distribute UPS/FedEx or similarly delivered packages
- Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing
- File and retrieve organizational documents, records and reports
- Provide coverage for other areas as directed/needed
- Reviewing and approving office supply acquisitions, handling customer complaints and inquiries
- Liaising with other groups, agencies, and organizations
- Maintains office services by organizing office operations and procedures; controlling
- correspondence; designing filing systems; reviewing and approving supply requisitions; assigning
- and monitoring clerical functions.
- Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
- Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends
- Contributes to team effort by accomplishing related results as needed
- Responsible for petty cash
Professional & Personal Qualifications:
- Minimum of an Associate Degree or 3 years of experience in related field
- Proficiency in software applications
- Proven ability to work collaboratively well with diverse groups
- Proven ability to handle multiple tasks effectively under pressure
- Strong organizational skills, detail-oriented, and efficient