Post a Job

Office Manager

Full Time

Website Pahlisch Homes

Purpose

= The reason the job exists
The Office Manager is responsible for creating and maintaining a pleasant work environment, ensuring high levels of organizational effectiveness, communication, and safety through organized administrative duties and office procedures.

Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
  • Manages the front desk and serves as the point person to:
    • Greet guests and direct them to the correct office or meeting room.
    • Answer, filter, and route phone calls. Take messages and relay to appropriate person.
    • Manage incoming and outgoing mail and packages.
    • Maintain office supplies & snacks, placing orders as needed.
  • Partners with Office Managers in all buildings to create a cohesive experience from office to office.
  • Addresses employee inquiries regarding office management issues.
    • Availability of supplies
    • Building maintenance needs
    • Manage building access code assignment and programming.
  • Exercises initiative, diplomacy, and collaboration with other departments.
  • Manages conference room schedules, resolves scheduling conflicts, troubleshoots technology, and prepares for meetings as needed.
  • General housekeeping of the main conference rooms, lobby, and reception areas.
  • Responsible for vendor relationship management for both business and building operations.
    • Establish and maintain relationships with vendors and service providers.
    • Negotiate contracts and agreements to ensure cost-effective procurement.
    • Monitor vendor performance and resolve any issues or discrepancies.
  • Ongoing maintenance tracking
    • Order service for office equipment repairs & maintenance.
    • Oversee the maintenance and repair of office facilities.
    • Track maintenance schedules and ensure timeline completion of tasks.
    • Coordinate with maintenance staff and external contractors as required.
  • Budgeting and Bookkeeping
    • Assist in preparing and monitoring office budget.
    • Record and maintain financial transactions and records.
    • Process invoices.
    • Collaborate with the accounting department to ensure accurate financial reporting.
  • Lease Agreement Management
    • Manage lease agreements for building tenants.
    • Provide amendments to lease agreements as needed for changes to terms or rates.
    • Ensure compliance with lease terms and handle tenant inquiries.
  • Assists colleagues whenever there is an opportunity to do so.
  • Composes and edits written internal/external communications, with an eye for details and consistency.
  • Supports the BOD Executive Assistant in all aspects of their work which includes, but is not limited to:
    • Scheduling of meetings & events.
    • Maintain organized records and files.
    • Assist with special projects and events as needed.

Competencies

= The skills required to do the job.
  • Taking Responsibility:  Completing tasks without being prompted; working constructively with others to complete projects; and exercising initiative beyond just the scope of a job description.
  • Positive Energy:  Engaging with coworkers in cheerful, respectful, polite manner; contributing constructively to conversations and team meetings and avoiding behaviors that drain energy from others.
  • Team Accountability:  Understanding the interdependency of the workplace and acknowledging that individual work impacts the work of the team and the work of the overall organization.  An accountable team member will ensure their own work is done in a timely and effective manner to contribute to the success of their own team and the Company.
  • Collaboration:  Working cooperatively with others to deliver positive results; sharing helpful information and resources in a timely manner, accommodating others’ needs, and asking for help when needed to meet deadlines and commitments.
  • Communication:  The ability to interact and exchange information effectively with others; keeping stakeholders informed of important information in a timely manner and engaging in meaningful dialogue that results in greater clarity.
  • Customer Responsiveness:  Identifies internal and external customers, develops an understanding of their needs, builds trust with them, and always seeks to enhance the customer experience.

Qualifications

  • Proven experience as an Office Manager, Administrative Assistant, or similar role.
  • Excellent organizational and multitasking abilities.
  • Strong time management, communication, and interpersonal skills.
  • Ability to negotiate and manage vendor contracts.
  • Experience with budgeting and bookkeeping.
  • Knowledge of lease agreement management.
  • Professional appearance and discretion are required.
  • Proficiency in Microsoft Office Suite (Word, Excel, and Outlook). Willing and able to learn other software programs.
  • Proficiency in accounting software (e.g., Quickbooks) and online banking
  • Excellent customer service with a friendly, service-oriented personality.
  • A positive attitude and ability to work in a rapidly changing environment.
  • Works well both independently and in a team environment.
  • Demonstrated success in maintaining composure and effectiveness in the face of competing and complex demands.
  • Problem solving & basic troubleshooting skills. Able to suggest and implement more efficient work solutions.
  • Always upholds a strict level of confidentiality.
  • Must always be honest and maintain a high level of integrity and professionalism.

To apply for this job please visit recruitingbypaycor.com.

Share on
Print

Similar Jobs