Office Manager

Provides office services by implementing administrative systems, procedures, and policies, and supports staff administratively. This job description is a record of the essential functions of the listed job. Jobs are always changing to some degree and the existence of the approved job description is not intended to limit normal change and growth. Duties are performed primarily from Monday to Friday in office in evenings and Saturday.

Requirements

• Proven experience as an Office Manager, Front Office Manager or Administrative Assistant
• Knowledge of Office Administrator responsibilities, systems and procedures
• Proficiency in MS Office (MS Excel, in particular)
• Hands on experience with office machines (e.g., fax machines and printers)
• Familiarity with email scheduling tools, like Email Scheduler and Boomerang
• Excellent time management skills and ability to multi-task and prioritize work
• Attention to detail and problem-solving skills
• Excellent written and verbal communication skills
• Strong organizational and planning skills in a fast-paced environment
• A creative mind with an ability to suggest improvements
• High School degree; additional qualification as an administrative assistant or Secretary will be a plus

Serve as the point person for office manager duties including:

• Receiving and distributing mail to appropriate entities.
• Schedule meetings and appointments as needed, such as referrals.
• Keep front desk space and public spaces organized and neat.
• Maintain the office condition and arrange necessary repairs.
• Collaborate Program Manager and Clinical Director to organize office operations and procedures.
• Coordinate with IT department on all office equipment.
• Ensure that all items are invoiced and paid on time.
• Manage contract and price negotiations with office vendors and service providers.
• Provide general support to visitors and provides information by answering questions and requests.
• Address leadership team member's queries regarding office management issues (e.g. stationery, Hardware)
• Liaise with facility management vendors, including cleaning, catering and security services.
• Plan in-house or off-site activities, like parties, celebrations and conferences.
• Answers office phones and directs calls to appropriate personnel.
• Office hours for this position are as follows: Monday-Friday is 1:30pm to 8:30pm. Saturday is 9am to 5pm.
• Maintain sign-in sheets of staff and visitors and taking temperature per COVID regulations.
• Provide oversight and communication with third party vendors in relation to the office (ex: cleaning services, deliveries, etc.).
• Maintains all safety standards required through CARF and state guidelines.
• Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Completes operational requirements by scheduling and assisting with administrative projects; expediting work results.
• Contributes to team effort by accomplishing related results as needed.
• Maintain all trackers and create monthly reports for leadership team.

Compensation range: $38,000 - $45,000/ year