Office Manager

Office Manager

Requirements

• High school diploma or GED plus additional specialized courses or Associates Degree in related field with ability to perform mathematical functions.
• At least five years’ directly related experience in an administrative capacity for a project, program or department.
• At least three years of internal experience is preferred.
• Lead experience or supervisory training with an understanding of human relations, training, performance evaluation and health and safety.
• Must have general knowledge of budget preparation and understanding of cost control.
• Must be able to order office supplies and other plant equipment and maintain proper stock levels.
• Must demonstrate effective oral and written communication skills with good vocabulary, good grammar and the ability to independently compose routine written communications.
• Excellent PC skills with thorough knowledge of MS Word, MS PowerPoint, MS Excel / Access, and other departmental software programs.
• Must be able to efficiently operate and perform basic maintenance and troubleshooting of all office equipment.
• Must be able to handle diverse tasks simultaneously and work effectively with interruptions and consistently meet or exceed production and quality goals.
• Must demonstrate ability to work in a team environment and willingness to assume additional or new responsibilities readily.
• Must demonstrate commitment to compliance with application laws and regulations, the Company’s Code of Business Conduct and other Company policies and procedures.

Responsibilities

• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
• 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.
• Supervises the maintenance of office equipment, including the copier, fax machine, etc.
• Responsible for the facility’s day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.).
• Participates as needed in special department projects.
• Performs clerical and administrative duties including typing documents, correspondence and reports for their assigned department.
• Enters data from various sources to maintain and update various databases and spreadsheets.
• Creates, runs and distributes standard and customized periodic reports, to communicate follow-up requirements and to summarize reports, etc.
• Works with an assigned team to develop and maintain standard templates, descriptions and sections of presentations to maximize efficiency and reduce turnaround time.
• Screens telephone calls and visitors. Answers basic questions and provides information. Takes accurate phone and verbal messages and ensures that messages are delivered in a timely manner.
• Maintains organized computer and/or hard copy files for easy identification and retrieval.
• Maintains inventory of departmental office supplies. Prepares purchase requests for above items and coordinates with the purchasing department.
• Occasionally schedules & maintains a calendar of meetings & travel itineraries. Occasionally coordinates associated arrangements. Occasionally plans, coordinates and makes arrangements for on-site and offsite Conferences, meetings and special events.

Preferred Qualifications

• At least three years of internal experience is preferred.