Office Manager

The Position: Reporting to the Business Operations Manager, you will build and maintain strong relationships both internally and externally with clients and vendors and will work to ensure operational efficiency. As the face of F12 you will ensure that the branch facility is in good order and that local networkers are supported. You will have an eagerness to grow with the business and tackle new and evolving responsibilities, while looking for opportunities to improve local operations in alignment with the Business Operations Manager and the Regional General Manager. In addition, you will take initiative in all aspects of the business by suggesting modifications to processes or product offerings and will provide feedback that will improve the overall experience for clients and networkers.

Responsibilities

Office Management

• Act as the local ambassador for networkers and clients, appropriately directing the flow of communication.
• Responsible for maintaining the local facility operating guide.
• Fleet & facility maintenance and management including the performance or coordination of routine maintenance.
• Ensure facility safety procedures are up to date and compliant.
• Maintain current records and contact information with facility suppliers (ie. Landlord and security company)
• Inventory management for local inventory and supplies
• Be the local contact for facility security.
• Responsible for maintaining current disaster recovery documents in compliance with the company’s disaster recovery plan and SOC designation.
• Partner with all teams in the regional office to create a positive and collaborative environment.
• Develop and maintain strong peer relationships with similar roles across other operational regions and team.
• Maintain an advanced knowledge of business operations processes and services and look for ways to improve them.

Sales Support

• Ensure client information is up to date in internal systems and maintain accurate data.
• Possess intimate knowledge of internal systems and related processes
• Consistently perform all functions related to ticket management, sales order, and project creation as directed.
• Ensure that requests are prioritized and resolved quickly.
• Liaise between teams internally as well as externally with local vendors and suppliers.
• Actively seek opportunities to collaborate and support other departments with initiatives that will improve client and networker experience.

Administrative Support

• Assist with the review/audit of invoices as directed.
• Assist in creating process/procedure documents and communicating changes internally.
• Act as overflow support for other administrative positions within the region as directed.
• Take lead on local social functions for networkers and customers.
• Manage and oversee travel requirements within the region, including relationships with direct bill hotels and agents as necessary.
• Facilitate and oversee events held within the facility – coordinating requirements as needed
• Facility and resource management to ensure all networkers are equipped to perform duties, including accommodating those visiting the regional offices.
• Supports the P&D function with HR administration duties as assigned by the Business Operations Manager
• General office duties as required.

Requirements

• Understanding of varied requirements of F12’s client base
• Able to be flexible and accommodate priorities as needed to support the business initiatives.
• Friendly and approachable demeanor even in challenging situations
• Strong ability to analyze and comprehend requests.
• Effective at building relationships both internally and externally
• Ability to multi-task and handle simultaneous requests.
• A proactive thinker. Able to ask the right questions and continuously anticipate client needs.
• Demonstrate problem solving abilities to address issues.
• High level of efficiency and accuracy
• Skilled in the use of Microsoft Office products
• Strong writing skills to assist in client and staff communication.
• First aid certification or willingness to obtain.