Office Manager

Office Manager

Summary:

Responsible for the coordination of overall office activities and operations.

Essential Functions:

• Supervise administrative staff, assign duties and responsibilities to ensure optimal performance
• Manage scheduling and time and attendance management for administrative support team
• Maintain office services by organizing office operations and procedures, controlling correspondence, designing filing systems, assigning and monitoring clerical functions
• Organize office operations and procedures
• Responsible for developing new and implementing current office policies by establishing procedures and standards to guide office operations.
• Ensure security, integrity, and confidentiality of data
• Analyze and monitor internal processes
• Manage relationships with vendors, suppliers, and service providers including negotiating the purchase of office supplies and office equipment, etc.
• Review, approve, and track orders for the office, including but not limited to: supplies, office snacks, toiletries, miscellaneous special-order items, etc.
• Oversee the maintenance of buildings, grounds, security and office equipment. May also include scheduling repairs, renovation projects and cleaning. May direct maintenance staff and manage contractor and vendor relationships
• Serve as administrative support for all professional service areas of the firm
• Process and assemble client deliverables including but not limited to financial statements, tax returns, cost reports and presentation highlights.
• May assist with Accounting and Bookkeeping activities such as preparing checks, creating budgets, calculating billing statements, preparing and submitting tax forms, coding documents, compiling financial records, managing inventory records, accounts payable, accounts receivable and reconciliation activities
• Review and proof financial statements, proposals, reports, correspondence, etc.
• Assist business development efforts with client emails
• Facilitate meal provision for training and inhouse meetings
• Liaison and support for administrative staff in other firm offices as needed
• Implement procedural and policy changes to improve operational efficiency
• Oversee adherence to office policies and procedures
• Evaluate and manage clerical staff performance
• Scheduling and coaching clerical staff to perform during times of deadline driven work loads.
• Create and/or update process and procedure manuals for administrative positions
• Other duties as assigned

Education/ Skills / Work Experience:

• Proven office management, administrative experience
• Professional service firm experienced preferred
• Minimum five years’ office/clerical support experience
• Bachelor’s Degree in Business or related field preferred
• Ability to maintain confidentiality related to all information including both internal and client data
• Strong computer skills, including Microsoft Office
• Knowledge of accounting, data and administrative management practices and procedures
• Knowledge of clerical practices and procedures
• Excellent written and verbal communication skills
• Must be a strong proofreader and well versed in editing professional documents.
• Attention to detail
• Comfortable managing competing priorities, moving quickly in a deadline driven environment, independent problem-solving, and going above and beyond
• Strong organizational and planning skills
• Conservative conduct, communication and appearance
• Team player
• Adaptable and flexible

Working Conditions:

• Routine sitting, standing, walking, bending, and squatting
• Occasional lifting of up to 25lbs