Employment Opportunities
Office Manager
The Office Manager is responsible for the overall daily operations of the building, overseeing various administrative tasks and managing office resources, and the effective supervision of the Operations Support Section. This role is a central point of contact for all services related to the functioning of the building and staff and will collaborate across departments to find solutions to issues that arise. An ideal candidate is detail-oriented, organized, proactive, has strong customer service skills and experience managing an office building. The Office Manager role will be in-person five days per week.
Responsibilities:
Oversees daily operations of the building, supply management, events held in the building, grounds maintenance, and vendor management. Serves as the point of contact for property management company for facilities issues. Liaise with facility management vendors, including cleaning, catering and security services.
Manages the day-to-day functions of the Operations Support Section; manages and oversees the work of the Receptionist, Operations Assistant, and Operations Coordinator. Establish work priorities and ensure deadlines are met and procedures are followed.
Ability to learn all the functions of the Operations Support team and serve as backup when a team member needs help or is out of the office. This includes daily mail, reception desk, supplies, light equipment maintenance, catering orders, and fulfillment of various requests for reports, among other responsibilities.
Ensures the work of various vendors servicing the building is correct and completed timely.
Identify inefficiencies and implement solutions to streamline office workflows and procedures.
Oversee section responsibilities for Board and Hearing meetings, and other events.
Plan and manage office allocations and office moves.
Collaborate with the Chief Administrative and Communications Officer to ensure security and emergency preparedness procedures are implemented properly; When there are events that affect the building (weather, power outage, etc.), collaborate with the response team to handle notification and instructions to staff.
Develop and implement sustainability and energy efficiency initiatives.
Collaborate with other departments to ensure in-office staff and events onsite are supported from a facilities perspective.
Responsible for cross-training staff and maintaining sufficient knowledge of Board functions to keep processes and procedures up to date, and re-training staff as needed.
Provide back up and/or cover for help desk issues for the IT Director when needed.
Leads and manages special projects, including coordinating and overseeing facility improvement and renovation projects.
Manage the Vendor Program and Master Vendor List
Responsible for facilities-related budgets and Ops Support section budget
Provide support to the Operations Department as needed, including planning and coordinating team building functions for the Operations Support section.
Holds regular team meetings and 1:1 check in meetings individually with each team member.
Provide administrative support to senior management and other staff.
All other duties deemed necessary by Chief Administrative and Communications Officer.
Skills:
Strong communication and interpersonal skills to interface with personnel at all levels.
Exceptional organizational skills with attention to details.
Proficient with Microsoft Office and strong comfort with learning new software.
Excellent customer service skills with awareness of internal and external customer needs.
Willingness to be on-call and respond to facility issues outside of regular working hours.
Ability to motivate and guide team members while fostering a culture of accountability and excellence.
Education and/or Experience:
Two-year degree or equivalent work experience required.
Minimum of three years of supervisory/ managerial experience required.
Minimum of three years of office management and customer service experience required.
Facilities management experience in an office setting preferred
Budgeting and financial management experience preferred.
Certification in office management, administrative leadership, or related fields a plus.
Experience in an IT help desk setting a plus.
