Job DescriptionAs the Office Manager at HGS Digital, you will hold a pivotal role within our business operations team, reporting directly to the HR Director. In this capacity, you will be instrumental in supporting our organization by meticulously planning, implementing, and overseeing our company's daily office operations. Additionally, you will provide essential support to our executive team and the Human Resources Engagement Team.
This is a Part-time work opportunity for 2-3 days a week.Responsibilities- Oversee office and facilities logistics. (Supplies, IT, work with outside Vendors, procurement, tracking of purchase orders, maintaining records of orders and inventory)
- Coordinate and supervise administrative processes and housekeeping operations.
- Ensure that all methods and procedures implemented align with regulatory standards, including ISO 9001, ISO 27001, HIPAA, GLBA, PWC, PCI, and other audit-related certifications.
- Collaborate with Building Administrators on all site/property-related issues, including Building Safety & Inspection documentation.
- Ensure that all necessary permits and licenses are in place and up-to-date.
- Implement and maintain safety protocols in the office to safeguard against fire, theft, and emergencies.
- Provide emergency preparedness information and conduct audio-visual presentations related to Facility Team activities.
- Assist in audit preparedness and activities.
- Prepare detailed incident reports and security-related event logs.
- Manage the creation and deletion of access for employees, visitors, contractors, and outsourced personnel, while maintaining visitor logs.
- Assist employees with office and conference room reservations.
- Greet guests and visitors, set a positive tone in the office, and maintain a clean work environment.
- Answer and direct phone calls in a polite and friendly manner.
- Receive, sort, and distribute incoming mail and deliveries.
- Handle confidential information with the utmost responsibility.
- Assist with various administrative tasks, including copying, scanning, faxing, and note-taking.
- Assist the Chief Executive Team with scheduling and calendar coordination.
- Contribute to the planning and organization of company-wide events, social gatherings, and training sessions.
- Perform other related duties as assigned.
Requirements
- Education equivalent to a bachelor's degree or equivalent work experience.
- Proficiency in MS Office (Word, Excel, Outlook, PowerPoint), Adobe Acrobat, Zoom, and survey and scheduling tools.
- Ability to create and edit official documents/correspondence and effectively generate reports.
- Exceptional collaboration and influencing skills demonstrated through strong communication and interpersonal abilities.
- Capacity for strategic thinking while maintaining focus on tactical execution priorities.
- Possess a growth mindset, both in terms of business and personal development.
- Creative problem-solving abilities.
- Required Experience: 1-3 years of relevant experience.
- Required Travel: No Travel Required.
- Successful completion of pre-employment drug screening and criminal background check.