Office Manager
2 months ago
**Job Summary**:
**Primary Duties and Responsibilities**:
- Oversee the guest experience and ensure a personal, friendly experience for anyone coming into the office.
- Ensure peak organizational operations including but not limited to the management of meeting space calendars.
- Support the implementation and smooth operation of established policies and procedures. For example, office posting requirements, policies relating to visitors, I.T. usage.
etc. Make recommendations for updates to policies as required.
- Coordinate internal and external resources and cultivate relationships with vendors including KJV courier, TCF property management among others.
- Maintain office efficiency by maintaining appearance of common areas, keeping the printing room organized and well stocked, reminding others of their duty to maintain their workspace, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment.
- Provide direct administrative support including scheduling appointments, meetings, and events, taking meeting minutes, booking travel, maintaining filing system, mailing, and shipping packages..
- Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain, and manage vendors, and coordinate food delivery as needed.
- Manage all aspects of the office’s space/infrastructure planning (moves, adds, and changes to
workstations and/or offices) and provide answers, resources, and solutions as requested.
- Issue new key fobs to new employees and manage key fob inventory.
- Manage/troubleshoot internet related issues with our provider Beanfield.
- Be the go-to person for IT support or related issues.
- Check mailbox daily and distribute accordingly. Scan and file electronically and/or physically as required.
- Manage couriers, both sending and receiving deliveries.
- Maintain office kitchen and ensure it is neat and well stocked. Including but not limited to, emptying garbage and recycling in the trash room, wiping down counters between cleaning service, emptying dish rack and dishwasher each day and clean out fridge.
- Manage office supplies and purchase as necessary i.e., milk, cream, coffee pods, tea, garbage/recycling bags, dish soap, dishwasher detergent, hand soap, hand cream, paper towels, tissues as well as office stationery as requested.
- Ensure boardrooms are tidy and well maintained. Stock mini fridges regularly.
- Track and evaluate office cleaners. Cleaners come twice a week, after hours.
Inform the company if not satisfied.
- Generate monthly expense reports for MEM office credit card and executive team.
- Manage and process all MEM office invoices.
- Remit invoices to Corporate Accountant for payment.
- Manage Social Media platforms for MEM.
- Other duties, special projects and functions as required. For example, social events assistance.
**Core Competencies**:
- Highly organized, efficient, and personable.
- Aptitude for learning new software and systems.
- Natural inclination to roll with the punches, flexible and able to handle anything that might come their way.
- Strong and reliable provider of support.
- Positive attitude with a “can-do” approach.
- Strong sense of initiative.
- Collaborative drive: works effectively with a team, and partners with others to drive solutions.
- and improvements.
- Ability to nurture a pleasant work environment.
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