The office manager is responsible for overall corporate headquarters facilities and office services activities including: reception, shipping and mail, kitchen maintenance and supplies, office supplies, facilities maintenance, and new hire on-boarding and terminations. Additional responsibilities include life safety training and coordination, space usage and seat allocations, furniture modifications and ergonomic support, assisting with large meeting/training activities and facilities Help Desk requests.
-Manages the receptionist to ensure effective personal, telephone and email communications both internally and externally to maintain a welcoming, supportive and professional image. The Office Manager provides am/pm and lunch breaks for the receptionist.
-Supervises the maintenance of the office and coordinates as needed with property management janitorial staff and ensures kitchen is cleaned each day after by 3pm and kitchen supplies are restocked and reordered to ensure adequate supplies. Manages office and kitchen supply vendors.
-Manages the purchase of office and kitchen supplies to ensure adequate inventory, cost effectiveness, and manages supply vendor relationships.
-Manages security through the activation and termination of badges, and coordination with property management security for special needs.
-Responsible for facilities Help Desk tickets ?? including the new hire processing, employee terminations, business card orders and special requests.
-Participates as needed in special projects ?? cost/usage analysis, research projects, etc.
-This position usually spends 40-50% of the day walking the facility and addressing issues, stocking supplies, etc. The position requires the ability to occasionally lift office products and supplies, up to 20 pounds.
Working hours: 8:00 AM - 5:00 PM
-Conscientious, reliable and dedicated to providing outstanding office management
-Excellent time management skills and ability to multi-task and prioritize tasks and work flows
-Excellent attention to detail - office maintenance, security procedures, new hire processing, etc.
-Proven problem-solving skills - creative mind with an ability to suggest process improvements
-Strong communication skills - with the ability to write effective internal communications, as well as notices to vendors and property management
-Ability to verbally communicate with confidence and with appropriate sensitivity to colleagues, vendors and senior staff
No Degree Required
-Proven experience as an Office Manager, Facilities Coordinator or Office Services Manager
-Experience in managing staff ?? reception and office services
-Proficient in standard business software and applications (MS Office and Google Docs, Gmail)
-Experience overseeing functioning and repairs of office machines (copiers and printers)
-Consistent positive and helpful attitude
If you or someone you know meets some or most of these requirements, please apply online or call Desiree at 408-727-0804
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