Administrative Office Manager

Office Administrative ManagerSummaryWorking under general supervision, performs administrative duties such as typing, filing, scheduling, monitoring and ordering supplies, and coordination of meetings. This position serves as the main point of contact for callers and office visitors. Independent judgment is required to plan, prioritize, and organize workload. Working under general supervision, the Office Administrative Manager will play a key role in ensuring the smooth operation of the firm by providing administrative support to the Executive team and staff across all offices. This position requires a highly organized individual with strong communication skills and the ability to manage multiple priorities in a fast-paced environment.Essential FunctionsGreet and assist all visitors and callers and direct them appropriatelyProvide administrative support to management team and staff, including, document preparation,proofreading, coordinating, scheduling, and bid package preparationUtilize Microsoft Teams to manage calls, messages, and communications across all office locations.Maintain office files, filing, creating files, and archiving filesSort and distribute mail, incoming faxes, and other deliveriesMonitor levels of office supplies, business cards, stationery, and other printed materials and placeorders as necessary for all three Coastland officesMaintain and update telephone system (add/delete employees, change greeting, etc.); monitor general voicemail box and route messages; accordingly, maintain and periodically distribute phone listArrange for maintenance of office equipmentProvide direct administrative support including meeting coordination, seminar registrations, and travel arrangements.Daily upkeep of common areas (lobby, copier area, conference room, kitchen)Serve as first point of contact for facilities maintenanceOversight of company vehicles and maintenance records and tracking and distributing annualregistration tags to all three Coastland officesCoordinate, distribute, track, and collect upon termination, construction field packsUse logs to track and monitor company cell phones, company gas cards; order company cell phones and equipmentCoordinating company functions (including any lodging) including but not limited to annual holiday party, lunch and learns and in office holiday events.Supervision.This position has no direct reports.Job SpecificationsKnowledge of:Strong command of the English language, including grammar, punctuation, and spelling.Principles and processes for providing effective customer service in an office environmentProficiency in Microsoft Office Suite (Word, Excel, Outlook) and Microsoft Teams for communication and collaboration.Knowledge of administrative and clerical procedures, including document preparation, proofreading, and records management.Basic business arithmeticSkills:Excellent interpersonal skillsProfessional and welcoming demeanor when engaging with visitors and staffClear and effective verbal and written communication skillsExceptional organizational skills with the ability to prioritize and manage multiple tasksAnalytical thinking to resolve issues and adapt to changes in workflowComfortable with modern office technology, including collaborative tools like Microsoft TeamsExcellent organization, prioritization, and time management skillsAbility to:Effectively follow and communicate oral and written instructionsUse discretion and maintain confidentiality in handling sensitive informationExercise independent judgment in prioritizing and managing tasksAdapt to new technologies and workflowsOrganize and maintain records and other documentation with accuracyPhysical Demands and Work EnvironmentThe physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Physical demands: Much of the work consists of answering telephones, conveying information verbally and in writing, and greeting and assisting visitors. Entering data into, and retrieving data from, a personal computer via keyboard is performed while sitting or standing for extended periods of time.While performing the duties of this job the employee is required to sit, stand, and walk; use finger,handle, or feel objects, tools, or controls; reach with hands; talk and hear; climb or balance; stoop,kneel, crouch, and crawl. The employee must occasionally lift, carry, and/or move up to 25 pounds.Use of arms above the shoulder is sometimes required. The employee occasionally may need totransport himself or herself to a client or other location. Specific vision abilities required by the jobinclude close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.Work environment: The noise level in the work environment is usually quiet. While performing the duties of this job, the employee may be occasionally exposed to outside weather conditions.QualificationsEducation and Experience:Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be:Education: High school diploma or equivalent

Created: 2025-01-14