Office Manager

Job Description

Summary:

The Office Manager will be responsible for organizing and coordinating office operations and procedures in order to ensure effectiveness and efficiency in the daily workflow, within the scoop of the administrative assistance daily office activities. The assistant will perform duties such as arranging meetings, scheduling appointments, keeping the office calendar, answering telephones and editing correspondence. Responsibilities may also include tracking purchasing supply and managing the supply room. In addition, staff is encouraged to be crossed trained and have an understanding of job functions within their designated unit. This facility is located in Chinatown, Bi-lingual preferred

Responsibilities:

The Office Manager is responsible for, but not limited to:

Oversee all aspects of general office coordination

Responsible in maintaining open communication between units via reporting structure

Maintain confidentiality in all aspects of resident, staff and agency information

Interact with residents, vendors and visitors

Answer telephones and transfer to appropriate staff member

Maintain administrative calendars

Distribute incoming correspondence, including faxes and email

Sign for and distribute UPS/FedEx or similarly delivered packages

Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing

File and retrieve organizational documents, records and reports

Provide coverage for other areas as directed/needed

Reviewing and approving office supply acquisitions, handling customer complaints and inquiries

Liaising with other groups, agencies, and organizations

Maintains office services by organizing office operations and procedures; controlling

correspondence; designing filing systems; reviewing and approving supply requisitions; assigning

and monitoring clerical functions.

Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement

Keeps management informed by reviewing and analyzing special reports; summarizing information; identifying trends

Contributes to team effort by accomplishing related results as needed

Responsible for petty cash

Professional & Personal Qualifications:

Minimum of an Associate Degree or 3 years of experience in related field

Proficiency in software applications

Proven ability to work collaboratively well with diverse groups

Proven ability to handle multiple tasks effectively under pressure

Strong organizational skills, detail-oriented, and efficient