Office Manager and Administrative Assistant

Job Category
:
Administrative Services

Requisition Number
: OFFIC
010301

• Full-Time
• On-site

Showing 1 location

HMHSS Homeport Hampton Roads
Norfolk, VA 23511, USA

A Brief Overview

The Office Manager and Administrative Assistant is responsible for coordinating and managing office functions for the HHR Development and Construction Team and providing administrative support to the senior-level staff. This role is responsible for office management, greeting guests, ensuring complete compliance with all corporate policies and procedures, maintaining good rapport with tenants and service providers, and handling other customer relations activities.

This position is also responsible for providing office supplies, coordinating meetings, ordering lunches, and various other administrative duties.

• Acts as office reception to all visitors and vendors as applicable.
• Oversees all office operations, including purchasing and customer relations.
• Manages all front office HR-related tasks, including training, new employee onboarding, and equipment setup.
• Manages conference calls and meetings, including preparing and organizing meeting space and materials in advance. Orders food for business meetings (breakfast/lunch, etc.), as required.
• Coordinates meetings, conferences, and other special events and tasks across department and/or division.
• Ensures all incoming packages and mail are directed to appropriate individuals.
• Ensures the cleanliness and overall appearance of the office, including the kitchen, supply/printer area, and storage room.
• Ensures office supplies, equipment, and kitchen items are sufficiently stocked, coffee, paper goods, etc. while maintaining overall management and inventory of items described.
• Manages the coordination and arrangement of meetings and events, some with very high-level executives both inside and outside the company.
• Arranges domestic travel and prepares expense reports.
• Assists with office moves and other various facilities-related tasks if applicable.
• Updates office furniture, wall coverings, and overall office appearance.
• Partners with the manager to ensure all office needs are met.
• Drafts and distributes correspondence, maintain files, and performs various special projects.
• Creates and updates division PowerPoint presentations.
• Demonstrates confidentiality, as the administrative work for this role involves top-level management contacts and exposure to highly sensitive information, requiring considerable tact, diplomacy, and judgment.
• Understands and complies with company policies and procedures while performing the role outlined above.
• Understands and complies with building management’s policies and procedures, including emergency evacuations, fire warden responsibilities, etc.
• Attends all required training related to company and building management, in-service training, and staff meetings.
• Strives to maintain a safe working environment through the prevention of accidents, the preservation of equipment, and the achievement of safe working practices.
• Communicates and responds effectively to verbal and written inquiries on behalf of leadership.
• Troubleshoots equipment and acts as a liaison for the office regarding IT-related issues.
• Tracks budget related to sponsor ships and memberships, check requests, fills tables, collaborates with the community and PR team, coordinates events, and functions.
• Oversees budget responsibility includes overseeing political donations and sponsor ships. Tracks political donation/budget, and check requests.

• Bachelor's Degree in Business Administration, Public Administration, or equivalent work experience required.

• A minimum of 1 year work experience…