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Office Manager
2 months ago
Vantage Data Centers is a leading provider of data center and cloud services, committed to delivering high-quality solutions to its customers. We are a workplace of inclusion, equity, respect, and acceptance, celebrating diversity and seeking opportunities to learn from one another's experiences.
Position OverviewThe Office Manager & Executive Assistant will be a key member of our team, providing administrative support to our executives and ensuring the smooth operation of our office. The ideal candidate will possess excellent organizational skills, attention to detail, and the ability to work in a fast-paced environment.
Essential Job Functions & Duties- Establish and maintain a productive office environment, ensuring positive interactions with all visitors and staff.
- Manage and monitor contracts for soft services, including cleaning, landscaping, snow removal, and craft services.
- Coordinate with vendors and suppliers for site-related services and supplies.
- Assist with worker order management and ensure accurate billing for delivered work orders.
- Coordinate closely with Information Technology, Facilities, Security, and other key partners.
- Help schedule and execute small and large group events, including departmental parties and catered events.
- Order and maintain office supplies, including snacks and drinks.
- Help manage conference room reservations.
- Ship and receive packages.
- Manage all incoming mail to the building.
- Ensure office and conference rooms are tidy before leaving for the day.
- Help schedule offsite meetings and events.
- Help with hotel reservations.
- Schedule meals, when appropriate.
- Plan virtual and in-person gatherings and activities.
- Provide access and support for visitors and customers.
- Calendar management and support for executives.
- Miscellaneous projects and duties as assigned.
- High school diploma or equivalent; additional education or certifications are a plus.
- 3+ years of experience in an administrative, organizational, or other detail-oriented function, as an Office Manager or Executive Assistant.
- Highly organized, energetic, and a fast learner.
- Experience maintaining confidential information.
- Excellent communication skills: written, verbal, listening, and talking.
- Experience with Microsoft tools, including scheduling, tracking, reporting, and follow-up.
- Experience with Outlook calendaring is required.
- Experience with SharePoint is a plus.
- Experience with a Global Travel Platform is a plus.
- Experience with vendor negotiation and coordination of infrastructural services.
- Travel required is expected to be less than 5% and on an as-needed basis.
- Notary Public preferred, not required.
- Bilingualism (French and English) is desired (required) for this position due to the nature of the role requiring interactions with vis-à-vis across different departments in the US.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The employee is occasionally required to stand, walk, sit, use hands to handle or feel objects, reach with hands and arms, climb stairs, balance, stoop or kneel, talk, and hear. The employee must occasionally lift and/or move up to 25 pounds.
