POSITION SUMMARY:    The Office Manager /Executive Assistant is responsible for managing the administrative functions of the office along with the day to day support of the executive team.

GENERAL DUTIES:

• Schedule and coordinate meetings and schedules for group.

• Perform a variety of clerical duties in support of department

• Maintain and order office supplies

• Establish and maintain files, both physically and electronically

• Track specific department information and prepare reports as needed

• Represent the company in a professional manner to outside vendors, subcontractors and clients

• Provide telephone support for department

• Prepare and send departmental correspondence and packages

• Open, sort, and distribute incoming mail and packages.

• Reproduce drawings, reports and correspondence as required

• Be readily adaptable to assist  other departments as required

• Ensure that all departmental areas are stocked and functional at all times, including but not limited to: Copiers/Printers; Work islands; Break room and coffee station; and conference rooms

  JOB SPECIFIC DUTIES:

• Coordinate company events and meetings both on and offsite. 

• Order, stock and maintain Company Supplies

• Order, stock and maintain Company Lunchroom

• Maintain and schedule company pool vehicle usage

• Coordinate and schedule all office moves, including furniture, phones, and fixtures

• Fiscal responsibility for annual office operating budget

• Maintain all company vehicles and records pertaining to fleet management, including registrations, titles, MVR and insurance checks for employees

• Serve as company purchasing manager for: office supplies/furniture and company vehicle

• Make  travel arrangements for company personnel

  QUALIFICATION REQUIREMENTS:

  EDUCATION / EXPERIENCE REQUIREMENTS:  High School diploma and/or degree from Business school. 

  CERTIFICATIONS / LICENSURE REQUIREMENTS:  None

  COMMUNICATION SKILLS:   Must have excellent written and verbal communication skills.  Ability to communicate effectively before groups of customers or employees.

  COMPUTER SKILLS:  Must be computer literate with proficient knowledge of Microsoft Office Suite.

  OTHER SKILLS/REQUIREMENTS:  Ability to multi-task, detail-oriented. Ability to support multiple managers and prioritize work. Maintaining confidentiality in work performed is of critical importance.

  PHYSICAL DEMANDS/WORK ENVIRONMENT:   This position is that of a typical office where employee may sit or stand for long periods of time. Occasional lifting of up to 25 pounds may be required. 

  TRAVEL DEMANDS:   None

   

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