Office Manager

Job Summary:

The Office Manager is responsible for overseeing and monitoring general office operations at American Battery Solutions (ABS) a designated facility. The Office Manager is key to ensuring daily functions run efficiently, creating an environment of exceptional customer service with superb computer skills, resourcefulness, and a positive and friendly demeanor to ensure external visitors and internal team members receive the wide variety of support and services needed as part of daily business interactions. 

Responsibilities:

• Lead and oversee day-to-day front office operations and administration to ensure that all employees and guests are set up for success. 
• Oversee budget management, order, receive and reconcile all expenses for all supplies, events, meetings, travel and other needs of the Executive Leadership Team (ELT) and Human Resources (HR) teams.
• Manage administrative activities required by the ELT members, including travel administration for domestic and international trips, completing business expense reconciliations, and other requests as needed.
• Coordinate meeting arrangements for ELT.
• Create and manage a tracking system for company office supplies and inventory.
• Manage general office projects and assignments supporting the ABS Team. 
• Collaborate with HR, IT and Facilities & Maintenance to identify resources needed for employee groups and office common areas.
• Work with the HR team, Facilities & Maintenance, and Environmental, Health and Safety to create office policies and procedures, onboard new hires, and assist with office layout changes. 
• Prepare Visas and Passport requests as needed.
• Greet visitors and oversee the ABS main phone line, ensuring all calls are answered in a timely manner and routed and screened to the appropriate contact person. 
• Maintain the common areas (including the lobby, conference room(s), kitchen, and workroom areas) to ensure they are set up for the daily/weekly activities/meetings.
• Coordinate with Facilities & Maintenance, Purchasing and IT for the maintenance of office equipment, including copiers, appliances, shred bins, and vending machines. 
• Manage outgoing and incoming mail, and packages, and notify agents and staff when items arrive via Fed-Ex, UPS, etc.
• Serves as a point of contact for key business meeting coordination and work independently or in conjunction with HR and Marketing for onsite and off-site event management.
• Draft meeting prep materials, attend team meetings and take minutes when applicable, document action plans, and follow-up on tasks assigned.
• Adhere to federal and state regulations.
• Adhere to all company policies, processes, and procedures.
• Performs other duties as requested, directed, or assigned. 
• Predictable and reliable attendance.

Position Qualifications:

• Bachelors’ degree in business administration, hospitality, finance, or related field or equivalent experience. 
• Minimum of five (5) years of previous office management or executive assistant experience functioning in a professional capacity.
• Minimum of five (5) years of experience with the full suite of Microsoft office products including Outlook, Teams, Excel, Word and PowerPoint.
• Professional appearance and a positive, poised, and cheerful demeanor.
• Must be outgoing and genuinely enjoy interacting with people at all levels in a professional manner.
• Highly responsive with ability to manage multiple projects with rapidly changing priorities with minimal direction.
• Outstanding customer service.
• Must be discrete, tactful, diplomatic, and possess the ability to proactively problem-solve and provide service excellence to internal and external customers/guests. 
• Excellent interpersonal, written, and verbal communication skills.
• Sensible, detail-oriented, proactive, and a team player.
• Strong organizational skills and the ability to prioritize multiple competing demands.
• Ability to deal with potentially difficult internal and external customers.
• Ability to prioritize duties and meet deadlines.

Key Competencies: 

• Organization and planning: Establish a systematic course for self and/or others to assure the accomplishment of objectives. Determines priorities and allocates time and resources effectively.
• Takes Initiative: Exhibits strong drive for results and success; conveys a sense of urgency and drives issues to closure; persists despite obstacles and opposition.
• Communications: Exchanges thoughts, feelings, and information ef