Office Manager

Job Summary:

We are looking for an Office manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

 

Office manager responsibilities include scheduling meetings, appointments, conferences and travel, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front office manager or Office administrator would be an advantage. A successful Office manager should also have experience with a variety of office software (email tools, spreadsheets, presentations and databases) and be able to accurately handle administrative duties.

Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.

Duties and Responsibilities:

  • Serve as the point person for office manager duties including:
  • Maintenance
  • Mailing
  • Supplies
  • Equipment
  • Bills
  • Errands/Shopping
  • Schedule meetings, appointments, conferences and travel
  • Organize the office layout and order stationery and equipment
  • Maintain the office condition and arrange necessary repairs
  • Maintain office policies as necessary
  • Organize office operations and procedures
  • Ensure that all items are invoiced and paid on time
  • Manage contract and price negotiations with office vendors, service providers and office lease
  • Manage office G&A budget, ensure accurate and timely reporting
  • Provide general support to visitors
  • Assist in the onboarding process for new hires
  • Address employees queries regarding office management issues (e.g. stationery, hardware and travel arrangements)
  • Liaise with facility management vendors, including cleaning, catering and security services
  • Plan in-house or off-site activities, like parties, celebrations and conferences

Minimum Requirements

  • Proven experience as an Office manager, Front office manager or Administrative assistant
  • Maintain a positive attitude, especially in time of adversity and challenges
  • Knowledge of office administrator responsibilities, systems and procedures
  • Proficiency in MS Office (MS Excel, MS Outlook and MS PowerPoint, in particular)
  • Hands on experience with office machines (e.g. copier, printers)
  • Familiarity with email scheduling tools, like Outlook
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem-solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements
  • High School degree; additional qualification as an Administrative assistant or Secretary will be a plus

Desired qualifications:

  • Good working knowledge and understanding of accounting processes and required documentation.
  • Drake, QuickBooks and/or similar accounting/tax software knowledge
  • Business Administration degree

Other Job Requirements:

  • Manage & process payroll for payroll clients
  • Ability to manage multiple projects at one time with great time management and organizational skills
  • Detail-oriented with an ability to Self-starter, able to create efficiencies or solutions for existing or unexpected situations and able to communicate effectively and professionally in writing, emailing, texting and speaking on the phone
  • Additional duties as required by the job and as assigned by partner or client
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