Office Manager

Job Description

1. Education & Experience:

Education: A high school diploma or GED is often required. A bachelor's degree in business administration, management, or a related field can be preferred.

Experience: Previous experience in office administration or office support (usually 2-5 years) is often required. Experience in a supervisory or management role can also be a plus.

2. Skills and Competencies:

Organization & Time Management: Ability to manage multiple tasks, prioritize effectively, and meet deadlines.

Communication Skills: Strong verbal and written communication skills for interacting with employees, clients, and vendors.

Attention to Detail: Accuracy in managing schedules, records, and other administrative duties.

Leadership & Team Management: Experience in managing or supervising office staff, delegating tasks, and resolving conflicts.

Problem-Solving: Ability to identify issues and come up with practical solutions.

Customer Service: A high level of professionalism when interacting with clients and visitors.

Multitasking: Ability to juggle various tasks, such as answering phones, scheduling meetings, and handling administrative duties.

3. Technical Skills:

Microsoft Office Suite: Proficiency in Word, Excel, PowerPoint, and Outlook (or similar software).

Office Equipment: Knowledge of operating office equipment such as printers, copiers, and fax machines.

Scheduling Software: Familiarity with scheduling tools (e.g., Google Calendar, Microsoft Outlook, or industry-specific tools).

Project Management Software: Knowledge of tools like Trello, Asana, or Monday.com,Buildertrend, Houz for task and project management.

Data Entry & Filing: Ability to manage and organize both physical and digital files, with attention to confidentiality and security.

4. Administrative Responsibilities:

Office Coordination: Oversee the day-to-day operations of the office (ordering supplies, managing office space, etc.).

Scheduling: Manage meetings, travel arrangements, and appointments for executives or staff.

Recordkeeping: Maintain and organize important company documents, records, and contracts.

Budgeting & Expense Management: Assist in managing office budgets, monitoring spending, and processing invoices.

Vendor Relations: Liaising with vendors for office supplies, services, and repairs.

Correspondence: Handle incoming and outgoing correspondence (e-mails, letters, packages).

5. Personal Traits:

Adaptability: Ability to adjust to changes in a fast-paced environment.

Confidentiality: Understanding the importance of handling sensitive information with discretion.

Professionalism: Strong work ethic and commitment to upholding company policies and procedures.

Reliability: A dependable individual who can be counted on to get the job done.

6. Additional Qualifications:

Certifications: Certifications such as Certified Administrative Professional (CAP) or Office Manager Certification could be a plus.

Foreign Language Skills: Being bilingual or multilingual is beneficial.

Knowledge of HR Functions: Assist with HR duties such as recruitment, onboarding, and employee relations.

Full-time