NAPEO's Office Manager facilitates a productive workplace by effectively managing office resources and equipment. Serves as primary receptionist in office. Provides vital administrative support to accounting, membership, and events departments.
Maintain physical office environment, to include stocking kitchen and office supplies, maintaining neat and organized storage systems for office supplies, and coordinating general facility maintenance/repairs.
Serve as the primary contact for office support vendors, including but not limited to office equipment providers, janitorial service, office supply companies, maintenance contractors, and other service providers.
Maintain utility accounts for the property, including gas, electrical, cable, phone, and Internet service.
Coordinate the maintenance and repair of all office equipment, including the copier, phone system, elevator, alarm system, sprinklers, etc. Maintain working knowledge of all office equipment and provide training to new employees on the proper use of office equipment.
Maintain an inventory of office equipment, including serial/model numbers, warranty information, operating manuals, repair history, purchase receipts, and the like.
Maintain inventory of Association stationery, including letterhead, envelopes, pre-printed mailing labels, shipping materials, and business cards. Coordinate reordering of stationery with approval of senior management team, within budget and based on current year’s needs.
Prepare annual budget recommendations related to operation, maintenance, and repairs of office equipment, as well as general printing, postage, office supplies, and the like.
Manage staff access to building and parking facilities. Maintain offsite/overflow parking arrangements for staff.
Coordinate team gatherings/meals and recognition of special occasions, including group/guest luncheons and staff birthdays. Coordinate acknowledgments of sympathy or illness for staff and members. Maintain inventory of greeting cards for office use. Order gifts of recognition or thanks, as needed.
Open the office each morning by turning on the lights, unlocking the front door, preparing coffee, unloading dishwasher, and forwarding messages received overnight in the central voice mail box. Close the office each evening by turning off the lights, locking the front door, turning off the coffee burner, and running the dishwasher.
Greet all visitors to NAPEO headquarters and notify appropriate staff person of their arrival. Offer refreshments and assist with storing any coats, umbrellas, or packages.
Receive all deliveries for the association. Check deliveries against packing slips, sign required documentation, and route packages to the appropriate staff person.
Answer all incoming phone calls before the third ring. Greet every caller with a professional, friendly welcome. Properly respond to the caller’s needs and take special care to ensure that all calls are transferred to the correct person.
Maintain skills in the operation of NAPEO’s phone system. Manage and update NAPEO’s voice mail system as needed.
Sort and distribute mail to the appropriate staff members.
Maintain postage machine. Train all new staff members on proper use of machine. Take necessary steps to protect against illegal or inappropriate use of postage machine for non-official use.
Maintain knowledge of postal regulations and express mail standards. Alert staff and management to more efficient use of postage and express mail. Identify the most cost-efficient delivery option based upon the timing and necessity of receipt.
Maintain supplies for all mail carriers, including USPS, Federal Express, and UPS. Use shipping and tracking software or online resources to more efficiently manage the mailing/delivery of packages. Maintain record of outgoing express delivery packages.
Generate mailing labels and postage for all staff members as requested. Assist in the fulfillment of mailings and shipments, as needed. Ensure that all letters and packages leaving NAPEO headquarters are professionally prepared and addressed with pre-printed labels.
Call and verify addresses for returned mail. Repackage and resend items. Update record in database to assure future delivery.
Fulfill all in-house publication orders within one business day of receipt. Monitor and fill special shipping requests as noted on publication orders.
Maintain files of all publication orders, including documentation of exact shipping date. Assist with customer service calls regarding status of publication shipments.
Work with membership staff to acquire appropriate mailing materials (boxes, envelopes, etc.) to ensure the safe and professional delivery of all publication orders.
Upon receipt of approved invoices, process A/P in bill.com and/or prepare check requests, as needed. For general office expenses, verify amounts against bids and contracts, code expenses to the appropriate general ledger accounts, and research/resolve any disputed or unknown charges. Research past due or disputed invoices. Maintain A/P files.
Coordinate coding and documentation of monthly corporate Amex bill in Excel or other software. Manage receipt collection process to ensure all charges greater than $25 are properly documented.
Ensure proper routing and review of bank statements and financial statements, and confirm and track dated signature of both President/CEO and COO on all.
Support COO/SVP and outsourced accountant on preparation for the annual audit.
Maintain neatly organized supply of membership marketing collateral. Manage inventory of marketing collateral and publications required for the fulfillment of new and prospective member kits. Assemble and prepare for mailing new and prospective member kits.
Maintain neat and orderly filing systems for membership records and other program areas, as needed.
Work with events department to prepare and ship materials for meetings and conferences, including name badges, tent cards, handouts, sponsor materials, and the like. Inventory contents and track number of boxes shipped and received by facility.
Provide general administrative support to the membership, meetings, and accounting departments.
Maintain full knowledge of current Association programs, services, publications, and membership benefits.
Identify and maintain favorable working relationships with Executive Committee, Board of Directors, Leadership Council Chairs, committee chairs, staff and service providers.
Be aware of, understand and follow the Association’s policies and procedures.
Must possess strong organizational skills, attention to detail, and solid customer service philosophy. Ability to handle multiple tasks simultaneously and meet deadlines. Knowledge of basic accounting helpful. Proficiency with Microsoft Office products, including Word, Excel, Outlook, Access, and PowerPoint. Experience with association management systems (databases) a plus. Strong verbal and written communication skills. Ability to lift up to 30 lbs. and work seated at a keyboard for long stretches of time.
Additional Salary Information: Please provide salary requirements and/or history.
About National Association of Professional Employer Organizations
The National Association of Professional Employer Organizations (NAPEO) is The Voice of the PEO Industry. NAPEO has some 250 PEO members that provide payroll, benefits, and other HR services to between 175,000 businesses employing 3.7 million people. An additional 200 companies that provide services to PEOs are associate members of NAPEO. NAPEO provides a comprehensive suite of benefits for full time employees including health, dental, vision, 401k, flex spending, generous PTO, free parking, and more. EOE.