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Office Manager

3 weeks ago

Oak Bluff, Canada Todd & Sargent, Inc. Full time

**The Role**: _Background, context, and vision for this role. _

The Office Manager owns and executes elite-level routines that ensure the office is consistently clean, organized, operational, and prepared. This role proactively manages office operations, supports executives, and maintains a high standard of professionalism, responsiveness, and follow-through. The Office Manager identifies issues before they arise and follows disciplined daily/weekly cadences. This person will be responsible for a variety of external-facing, employee-facing, and behind-the-scenes activities to help ensure smooth company operations.

**The Why**: _Why this role exists and why it is critical to the organization. _

This role exists to help our organization run as smoothly as possible, by supporting the President and other Leadership Team members in making their roles as effective as possible. The goal of this role is to free up as much of our Leadership Team’s time as possible so they can focus their time on the things most critical to our business. If we can save 10-15% of our President’s time and 5-10% of five other people’s time, this role will be a huge success.

**The Who**: _The key characteristics this person must have to be successful in this role. _

**The What**: _What this role is responsible for._

1. Assist Canadian Team

a. Make travel arrangements
- Hotel, airfare, rental cars
- Event registrations

b. Coordinate and schedule internal meetings

c. Prepare internal communications for dissemination

d. Print and assemble documents as needed

e. Scan and copy documents as needed

f. Pack and send packages

g. Process expense reports for Leadership Team approval

h. Fulfill information and research requests from Leadership Team (research and provide information on a prospective client, for example)

i. Review employee credit card statements and flag items for Manager review

j. Prepare, proof & edit executive reports

k. Assist with marketing material and executive presentations

**2. Meetings**

a. Meeting Prep

b. Meeting Planning
- Help plan meetings
- Seek input and draft agendas
- Schedule meeting with attendees
- Take meeting notes/minutes as needed
- Publish meeting notes and to do’s

**3. Reception**

a. Front Desk: Will be stationed at front desk to welcome visitors to the office

b. Office Phone: Serve as primary receptionist for incoming T&S office phone calls (need to set schedule)

**4. Scheduling**

a. Coordinate schedules for group meetings

**5. Facilities Management**

a. Manage Office Maintenance/Property Care
- Determine internal/external cleaning, maintenance, and property care needs
- Manage all cleaning and maintenance services for the office (See “T&S Office Maintenance Responsibilities” document)
- Create, maintain, and follow facilities calendar
- Create and manage relationships with facilities vendors
- Periodically check the market to ensure reasonable vendor pricing
- Weekly walkarounds to look for maintenance needs
- Arrange service with contractors as needed
- Communicate special needs to providers

b. Manage Office Housekeeping
- Keep the office tidy and organized. Be vigilant regarding the accumulation of junk
- Daily office walkthroughs looking for areas that need to be tidied or cleaned

**6. Office Management**

a. Meeting Rooms
- Prepare/arrange meeting rooms for meetings and clean up after (Leadership Team lunches, company trainings, company meetings, etc.)
- Room in good condition
- Furniture arranged as needed
- Technology up and running
- Keep board room stocked with soda and water

b. Meals: Order and set up internal food/meals for meetings/events

c. Break Room Management
- Run and empty dishwasher
- Refrigerators
- Empty and clean refrigerators monthly
- Keep refrigerators organized
- Coffee
- Daily cleanup
- Keep supplies stocked
- Break room/kitchen cleanup as needed after events
- Manage kitchen organization
- Order and stock kitchen supplies/utensils as needed
- Manage Office Vendors
- Coffee
- Vending Machines

d. Office Supplies: Manage office supplies (ordering and organization)

e. Office Plants: Take care of office plants

f. Decorations: Coordinate office holiday decorations

g. Exterior Lights: Manage exterior office sign light colors

**Events**

a. Arrange and plan logistics for company events

b. Social Committee: Serve on Social Committee and manage Social Committee Communication to company and outside parties

c. Arrange and plan company social events (Christmas party, picnic, barbeques, etc.)

d. Company Events
- Manage TSEvents Calendar
- Employee Birthdays
- Employee Anniversary Dates

**8. Technology**
- Keep company shared drives organized
- Manage and organize electronic company photos

**9. Quality Assurance of Operations Processes**
- Implement Director of Operations’ ideas for the systems and processes for project management.
- Quality control of revisions on documents.
- Create a system to receive new process ideas, vet those ideas, present those