POSITION SUMMARY
The Office Manager supports Eden Housing’s business operations by maintaining its corporate and satellite offices, well run Corporate Office events, efficient document and records retention, ensuring effective administrative services. This position is responsible for the cleanliness, security, safety and efficient operations of all Eden offices.
ESSENTIAL DUTIES AND RESPONSIBILITIES
OFFICE MANAGEMENT AND CUSTOMER SERVICE:
- Oversee facilities maintenance of the corporate and satellite offices. Manage vendor contracts.
- Manage the annual budget for Office Administration department within budgetary guidelines.
- Ensure Office Administration department invoices are processed promptly and accurately.
- Create/improve Office Administration department policies and procedures to achieve optimal results in customer service and quality.
- Ensure that Emergency Preparedness Plans are in place for all corporate office and satellite offices. Regularly update the plans to ensure accuracy and work with the risk management team to address any change in needs to preparedness planning.
- Oversee stationery orders (business cards, letterhead, and special printing) for the corporate office and field staff.
- Oversee supply purchasing and inventory for corporate and satellite offices.
- Maintain the Office Admin webpage with accurate information.
- Manage office seating space assignments at corporate and satellite offices. – Coordinate seating set up for new hires and separations.
- Coordinates with HR and BT to ensure a smooth on boarding experience for new hires and transfers.
- Manage the planning and execution of all corporate office moves, renovations, and expansions at corporate and satellite offices.
- Manage keys for all corporate office and satellite office locations.
- Issue ID badges and alarm codes for corporate staff. Provide training on security system use.
- Provide ergonomic workstation solutions for Eden Staff at our corporate, satellite, and regional locations.
- Manage off site records with the retention vendor, Cordata.
- Oversee and manage Eden Housing’s current website and work with our Communications Team ensuring that it meets or exceeds our expectations.
- Work effectively with other departments by providing support and solutions.
PROCUREMENT AND VENDOR MANAGEMENT:
- Oversee maintenance of non-computer office equipment in all central and satellite office locations, including postage machines, leased multi-function copier equipment, water dispensers, coffee system and vending machines. Includes conception to termination, working alongside other departments and vendors as required.
- Regularly review corporate and satellite office vendor performance. Review contracts annually to ensure competitive pricing and services.
EVENT LOGISTICS:
- Serve as primary logistics coordinator for Central Office events. Assist with other departmental events as assigned.
- Offer support to other departments with logistics of events as appropriate.
SUPERVISORY RESPONSIBILITIES
Directly supervises one or more employees in accordance with the organization’s policies and applicable laws. Responsibilities include interviewing and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; and addressing complaints and resolving problems.
EDUCATION and/or EXPERIENCE
- 2 years related experience and/or training, with demonstrated success performing the essential duties and responsibilities.
PREFERRED SKILLS and/or ABILITIES
- 2 years of progressive supervisory experience, managing a staff of two or more.
- Acceptance and application of the confidential nature of the position.
- Professional, customer-service oriented attitude and demeanor.
- Ability to work productively, autonomously and under limited supervision.
- Demonstrated proficiency in Microsoft Word, Excel, Access, PowerPoint, and Outlook.
- Strong interpersonal and communication skills (written and verbal).
- Excellent organizational skills, strong attention to detail, high regard for accuracy and top-quality work.
- Familiarity with standard office equipment and machines (fax machine, copy machine, postage machine, etc.).
- Must be able and willing to travel to all company locations to carry out corporate / administrative duties and responsibilities.
- Experience working with diverse groups, i.e., staff, residents, outside contacts.
- Commitment to the companies’ goals and philosophy.
LANGUAGE, MATH & REASONING SKILLS
Ability to read and comprehend written instructions, short correspondence, and memos. Ability to write simple correspondence. Ability to effectively present information in one-on-one situations to customers, clients, and other employees of the organization. Ability to add and subtract two-digit numbers and to multiply and divide with 10’s and 100’s. Ability to perform these operations using units of American money and weight measurement, volume, and distance. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus. Physical demands include writing/typing, use of computer and paper files, answering phones, attending meetings.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The noise level in the work environment is usually moderate.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
JOB DESCRIPTION REVISION
This is not necessarily an exhaustive list of all responsibilities, skills, duties, requirements, efforts or working conditions associated with this job. While this job description is intended to be an accurate reflection of the current job management reserves the right to revise the job or to require that other or different tasks are performed when circumstances change. This job description replaces all previous descriptions for this position.
Eden Housing is an equal opportunity employer. Eden Housing does not discriminate based on race, color, religion, sex, disability, familiar status, national origin, or any other arbitrary basis.
Other details
- Job Family Office Admin
- Pay Type Salary
- Min Hiring Rate $81,563.07
- Max Hiring Rate $95,156.92
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