Office Manager

Purpose Purpose The Office Manager will ensure the smooth running of our office and contribute to a pleasant work environment by managing office operations, supporting team members, and overseeing a variety of administrative functions. The role is responsible for coordinating office supplies, snacks, facilities maintenance, and general organizational tasks. The office manager will also support HR as needed. Responsibilities Office Supplies & Snack Management Manage inventory of office supplies and snacks, placing regular orders to ensure stock levels meet office needs. Track supply usage and budget, coordinating with vendors to maintain cost-effective and high-quality provisions. Keep snack areas and office supply rooms stocked, tidy, and organized. Facilities & Maintenance Serve as the primary point of contact for office maintenance requests, coordinating repairs, cleaning, and improvements to maintain a safe and comfortable office environment. Manage relationships with external service providers, including janitorial services, building maintenance, and other vendors. Office Organization Organize and maintain common areas, such as meeting rooms, kitchen, and supply rooms, ensuring they are clean and ready for daily use. Manage conference room bookings and set up rooms for meetings as needed. Administrative Support Handle incoming and outgoing mail, deliveries, and shipments. Assist with setting up workstations for new employees and onboarding needs in coordination with IT and HR. Drafting and distribution of the Weekly and Monthly Attendance Report Support scheduling, event planning, and preparation for company events, meetings, and celebrations. Compiling and Distribution of the Affiliate gifts. Provide phone support for the general phone line and Affiliate Services. Manage I9's compiling and updating Updating the HR SharePoint site for employees with the latest job openings, latest HR newsletter, etc. HR duties as assigned. Paying MetLife bill each month Create and process purchase orders in NetSuite for the company as needed, ensuring accuracy, timely entry, and proper documentation. General Office Operations Aid in the development as needed and implement office policies and procedures to streamline daily operations as needed. Act as a liaison between employees and office management on various issues, ensuring efficient communication. Provide general administrative support to office staff and leadership as needed. Qualifications Education/Experience Proven experience as an Office Manager, Administrative Assistant, or similar role. Strong organizational and time-management skills with an eye for detail. Excellent verbal and written communication abilities. Proficiency in MS Office (Word, Excel, Outlook) and familiarity with office management tools. Ability to multitask and prioritize in a fast-paced environment. NetSuite a plus Knowledge/Skills/Abilities/Competencies Ability to read, analyze and interpret business data Ability to articulate verbally and in written form for reports, correspondence, and presentation of training materials Interpersonal skills with the ability to build relationships, respond to questions ranging from community members, ELT and entry level employees Knowledge of MS Excel, and Google apps Using logic, reasoning and sound judgment to evaluate alternative solutions, conclusions or approaches to problems Working Conditions Office environment. Normal operating hours are 8:30 a.m. to 5:30 p.m.

Mandatory in office days:

Monday - Thursday Use of computers and computer systems to process information for prolonged periods. Occasional travel up to 5%.