Office Manager

Role Summary: The Office Manager will be responsible for organizing and coordinating office and facility operations and procedures to ensure effectiveness and efficiency in the daily workflow, within the scoop of the administrative assistance daily office activities. The assistant will perform duties such as arranging meetings, scheduling appointments, keeping the office calendar, answering telephones and editing correspondence. Responsibilities may also include tracking purchasing supply and managing the supply room. In addition, staff is encouraged to be crossed trained and understand job functions within their designated unit. Depending on operational needs, the Office Manager may be required to work outside of normal business hours, including on weekends. Job ResponsibilitiesDuties: The Office Manager will be charged with the following: Oversee all aspects of general office coordination Distribute incoming correspondence, including faxes and email Sign for and distribute UPSFedEx or similarly delivered packages Perform general clerical duties to include, but not limited to, copying, faxing, mailing and filing File and retrieve organizational documents, records and reports Reviewing and approving office supply acquisitions Coordinate with other administrative staff to plan for and manage the logistics of meetings and events hosted at the facilities Maintains office services by organizing office operations and procedures, controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions. Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurementCoordinate deliveries as needed with a company vehicleCoordinate and oversee the scheduling of contracted personnel to ensure facilities are maintained in the proper condition and in accordance with established andor required schedules or other parametersAssist with processing and maintaining records to ensure facility remains in compliance with federal, state, and local laws and regulations, including Occupational Safety and Health Act ("OSHA"), labor, and employment posting requirementsConduct regular inspections of the facilities to assess whether interior and exterior conditions remain safe, clean, and compliant with all applicable regulatory requirements (e.g., health, safety, and building codes)Submit reports and otherwise communicate professional with supervisors, Executive Management, and other administrative staff, as well as outside parties, with updates and recommendations regarding facility conditionsAttend events and act as liaison between Board Members, SeniorExecutive Management, and facilities personnel in coordination with the Chief of Staff to the Chief Operations Officer Other duties as assignedPhysical Requirements:Ability to sit, stand, andor walk for extended periods, and to perform repetitive tasks.Ability to perform bending, lifting, reaching movements on a regular basisAbility to lift and carry objects weighing up to 50 pounds on a regular basis, and occasionally lifting objects weighing up to 100 pounds.Work Environment Conditions:Travel may be required within the metropolitan areaQualifications: High School Diploma or equivalent required; at least some college preferred Proficiency in software applicationsNYS Valid Driver LicenseAbility to communicate effectively and professionally while maintaining the utmost level of discretion and confidentialityProven ability to work collaboratively and diplomatically with diverse groupsProven ability to handle multiple tasks effectively while under pressureStrong organizational skills, detail-oriented, and efficientMaturity, integrity, and sound judgment

Created: 2025-01-10