Office Manager; Bi-Lingual

The Office Manager oversees the daily operations of our office and ensures it runs smoothly and efficiently. The role will be responsible for managing office supplies, providing administrative support, and serving as the primary point of contact for office-related tasks. This role requires excellent communication skills, attention to detail, and the ability to multitask in a fast-paced environment.

• Oversee and support all administrative duties to ensure smooth office operations
• Manage office supply inventory, place orders as necessary, and maintain organized storage
• Coordinate with vendors and service providers for office maintenance, equipment, and supplies

• Serve as the first point of contact for visitors by greeting and assisting them professionally
• Answer and direct incoming phone calls, manage phone lines, and respond to general inquiries
• Handle incoming and outgoing mail, shipping, and deliveries

• Manage complex calendars, prioritize tasks, and coordinate meetings or travel with a focus on aligning with organizational goals.
• Act as a gatekeeper for the executive team, handling sensitive information, managing correspondence, and facilitating communication with internal and external stakeholders.
• Assist in managing projects, tracking progress, preparing reports, and conducting research to support executive decision-making.
• Oversee administrative processes, provide indirect leadership to support staff, anticipate needs, and proactively solve problems to ensure smooth operations.
• Monitor and manage the office budget, including processing invoices and tracking expenses
• Build and maintain relationships with vendors, service providers, and landlords to ensure timely resolution of issues

• Update employee records in the HRIS system, including processing new hires, promotions, compensation adjustments, terminations, and other personnel changes to ensure accurate and up-to-date data.
• Support employee engagement and recognition initiatives by organizing office events, coordinating employee appreciation efforts, drafting office communications, and fostering a positive workplace culture.
• Provide recruiting support, including scheduling interviews, coordinating candidate communications, organizing background checks, and assisting with onboarding activities.

• Ensure the office is a safe, secure, and pleasant work environment
• Coordinate maintenance visits, repairs, and infrastructure needs

• A high school diploma or GED is required. A bachelor’s or associate degree is preferred.
• Six years’ experience in an office manager, human resources, or administrative assistant type role responsible for office management.
• Bi-lingual Spanish is strongly preferred

• Understanding of office procedures, policies, and best practices for managing daily operations
• Knowledge of filing systems, recordkeeping, and document management
  
  Familiarity with managing office budgets, tracking expenses, and processing invoices
• Understanding of vendor relationships, service agreements, and procurement processes
• Basic knowledge of human resources practices, including onboarding and workspace setup for new hires
• Proficiency in office software (e.g., Microsoft Office Suite) and familiarity with office equipment like printers, fax machines, and phone systems
• Proficiency in identifying and resolving operational challenges quickly and efficiently
• Ability to handle unexpected challenges and adjust to changing priorities in a fast-paced environment
• Keen eye for detail to ensure accuracy in budgeting, scheduling, and administrative tasks.
• Ability to provide excellent service to internal and external stakeholders, ensuring a welcoming and professional office environment