Associate Office Manager

POSITION SUMMARY:

Supervise and coordinate services in front desk and general office administration for corporate headquarters. Assist Office Manager with the daily office management operation of corporate headquarters.

ESSENTIAL FUNCTIONS:

1. Front Desk / Office Administration -

• Supervise staff (Office Assistant) and all aspects of their position in support of corporate headquarters administration, including record retention, mail services, vending services and maintenance of office environment and breakrooms.
• Establishes work procedures and standards to improve efficiency and effectiveness of assigned operations.
• Ensures compliance with established corporate standards.
• Serve as secondary relief coverage for front desk.
• Assist Office Manager with tenant liaison role to Property Management.
• Assist Office Assistant with the new hire setup process - update mailboxes, provide standard workstation supplies and create nameplate insert.

2. Budget / Billing / Invoices -

• Support and partner with Associate Executive Assistant to EVP + COO and MSVP - Asset Management+ CBO and Office Manager on the office administration budget.
• Analyze, review, code, and process invoices for payment.

3. Office Equipment + Vending + Supplies - 

• Manage all contracts, supplies, repairs and maintenance of office equipment and vending machines.
• Develop and process all office supply orders. Verify accuracy and stock office.

SECONDARY RESPONSIBILITIES:

• People Management – In partnership and working closely with one up manager, will be responsible for staff management including recruiting/hiring, supervision, recognition, salary administration, and performance appraisals.
• Trains staff to ensure high skill levels and technical competence.
• Partners with Human Resources on employee development and planning initiatives.
• Lead shredding and recycling programs.
• Back up to Office Assistant duties.
• Perform other job-related duties as assigned.

QUALIFICATIONS:

Education - High School Diploma or equivalent.  

Professional Experience - Minimum 3-5 years of administrative experience required. Entry level management experience preferred.

Computer Skills - 

• Basic PC knowledge including Microsoft Office applications (Word, Excel, PowerPoint, Outlook, etc.) and ability to learn company specific software.
• Ability to adapt to new or changing software programs.
• Experience with UPS on-line system preferred.

Mobility - N/A

Other Requirements - 

• Well developed verbal communication skills.
• Excellent telephone etiquette.
• Ability to effectively interact well with all levels of internal management and staff, as well as with the public (outside clients, guests and vendors).
• Detail oriented with the ability to handle multiple tasks at one time