The Office Manager will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, and inventory control.
Energetic, experienced professional comfortable in handling a wide range of administrative and executive support related tasks and able to work independently with little or no supervision. Well organized, flexible and enjoy the administrative challenges of supporting an office of diverse people.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time
Monitor and maintain office supplies and kitchen inventory
Review and approve office supply acquisitions
Coordinate with IT department on all office equipment
Point person for maintenance, mailing, shipping, supplies, equipment, bills and errands
Manage contract and price negotiations with office vendors and service providers
Manage office procedures for protection, retention, record disposal, and retrieval in accordance with Retention Policy
Design and implement office policies and procedures, oversee adherence to office policies and procedures and analyze and monitor internal processes to improve operational efficiency
Manage F&F, implement inventory system
Office relocation oversight
Ensure office efficiency is maintained by carrying out, planning and execution of equipment procurement, layouts and office systems and arrange any necessary repairs
Mange Omni Alert System and Evacuation/Safety procedures
Manage Kastle System, including scheduling of meetings and appointments within the office as needed
Human Resource/Business Support
Partner with HR to provide administrative and project support
Assist in benefits and retirement plan administration
Organize orientation and training of new staff members in conjunction with HR
Ensure required onsite HR filing systems are maintained and current, establish and monitor procedures for record keeping
Administer Banking/Treasury service requirements for organization; merchant accounts, lockbox, business system automation, Positive Pay
Assist with Business Office RFP’s
Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise
Additional duties as assigned
Bachelor’s degree required.
Minimum 5 years of experience in office administration.
Knowledge of office management responsibilities, systems and procedures
Excellent planning, organizational, and problem solving abilities
Strong time management skills and ability to multi-task and prioritize work
Excellent written and verbal communication skills
Exceptional computer skills, including high degree of proficiency in MS Office; Excel, Outlook, PowerPoint, Word. Zoom, and other virtual meeting platforms
Experience with Project Management
Knowledge of accounting, data and administrative management practices and procedures
Knowledge of human resources management practices and procedures
About American Association of Colleges for Teacher Education (AACTE)
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