Office Manager

The Office Manager will ensure the smooth running of our office and contribute to a pleasant work environment by managing office operations, supporting team members, and overseeing a variety of administrative functions. The role is responsible for coordinating office supplies, snacks, facilities maintenance, and general organizational tasks. The office manager will also support HR as needed.

• Manage inventory of office supplies and snacks, placing regular orders to ensure stock levels meet office needs.
• Track supply usage and budget, coordinating with vendors to maintain cost-effective and high-quality provisions.
• Keep snack areas and office supply rooms stocked, tidy, and organized.

• Serve as the primary point of contact for office maintenance requests, coordinating repairs, cleaning, and improvements to maintain a safe and comfortable office environment.
• Manage relationships with external service providers, including janitorial services, building maintenance, and other vendors.

• Organize and maintain common areas, such as meeting rooms, kitchen, and supply rooms, ensuring they are clean and ready for daily use.
• Manage conference room bookings and set up rooms for meetings as needed.

• Handle incoming and outgoing mail, deliveries, and shipments.
• Assist with setting up workstations for new employees and onboarding needs in coordination with IT and HR.
• Drafting and distribution of the Weekly and Monthly Attendance Report
• Support scheduling, event planning, and preparation for company events, meetings, and celebrations.
• Compiling and Distribution of the Affiliate gifts.
• Provide phone support for the general phone line and Affiliate Services.
• Manage I9’s compiling and updating
• Updating the HR SharePoint site for employees with the latest job openings, latest HR newsletter, etc.
• HR duties as assigned.
• Paying Met Life bill each month
• Create and process purchase orders in Net Suite for the company as needed, ensuring accuracy, timely entry, and proper documentation.

• Aid in the development as needed and implement office policies and procedures to streamline daily operations as needed.
• Act as a liaison between employees and office management on various issues, ensuring efficient communication.
• Provide general administrative support to office staff and leadership as needed.

• Proven experience as an Office Manager, Administrative Assistant, or similar role.
• Strong organizational and time-management skills with an eye for detail.
• Excellent verbal and written communication abilities.
• Proficiency in MS Office (Word, Excel, Outlook) and familiarity with office management tools.
• Ability to multitask and prioritize in a fast-paced environment.
• Ability to read, analyze and interpret business data
• Ability to articulate verbally and in written form for reports, correspondence, and presentation of training materials
• Interpersonal skills with the ability to build relationships, respond to questions ranging from community members, ELT and entry level employees
• Knowledge of MS Excel, and Google apps
• Using logic, reasoning and sound judgment to evaluate alternative solutions, conclusions or approaches to problems

• Normal operating hours are 8:30 a.m. to 5:30 p.m.
• Mandatory in office days:
  Monday - Thursday
• Use of computers and computer systems to process information for prolonged periods. Occasional travel up to 5%.