Jobot
Office Manager
Jobot, Charlotte, NC, United States
Our client is an industry leading manufacturing company looking for a strong Office Manager at their company HQ!
This Jobot Job is hosted by: Matt Tassoni
Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume.
Salary: $65,000 - $75,000 per year
A bit about us:
Our client is an industry leading manufacturing company with a global reach!
Why join us?
Medical
Dental
Vision
401k
PTO
and more!
Job Details
Key Responsibilities:
1. Executive Support:
o Provide administrative support to two executives, including managing their calendars, scheduling meetings, appointments, and calls.
o Prepare and organize meeting agendas, notes, and presentations for executive meetings.
o Prioritize and manage incoming requests, communications, and tasks for executives, ensuring effective time management.
o Act as a liaison between executives and other departments or external stakeholders.
2. Travel Management:
o Coordinate travel arrangements, including flight bookings, hotel accommodations, car rentals, and transportation for executives and occasionally other team members.
o Prepare travel itineraries and ensure all necessary travel documents are in place (e.g., visas, itineraries, accommodation confirmations).
o Process and track travel expenses, maintaining accurate records for reimbursement and reporting.
3. Invoicing and Financial Support:
o Assist with invoice management, including ensuring proper coding, approval, and timely submission to the finance department.
o Coordinate with suppliers and vendors for purchase orders, payments, and account reconciliations as needed.
o Ensure the proper filing and tracking of financial documents in accordance with company policies.
4. Office Operations & Supply Management:
o Maintain office supplies, including stationery, equipment, and other materials needed to keep the office running smoothly.
o Monitor office inventory levels and proactively reorder supplies to avoid shortages.
o Oversee office equipment (e.g., printers, copiers, telephones), ensuring they are functioning properly and arranging repairs when needed.
5. Event and Meeting Coordination:
o Organize and coordinate internal and external meetings, including logistics such as room reservations, catering, and technology setup.
o Order and coordinate catering for lunch meetings, corporate events, and office celebrations.
o Manage and order lunches for staff or executives as required, ensuring dietary restrictions are considered.
6. Office Environment and Facilities Management:
o Ensure the office environment is clean, organized, and conducive to a productive work atmosphere.
o Oversee the upkeep of office facilities, coordinating with building management or outside contractors for maintenance, cleaning, and repairs.
o Address employee or guest inquiries regarding office facilities and ensure common areas are properly maintained.
7. Document and File Management:
o Maintain and organize office files and records, both paper and electronic, ensuring compliance with confidentiality and security policies.
o Assist with drafting, formatting, and proofreading internal and external communications and documents.
o Ensure that important documents and records are stored securely and accessible when needed.
8. Communication and Coordination:
o Serve as the primary point of contact for all office-related matters and handle general inquiries from visitors, staff, or vendors.
o Manage incoming and outgoing mail, packages, and deliveries.
o Coordinate office-wide communication, including announcements, newsletters, or updates from senior management.
________________________________________
Required Qualifications:
o Minimum 3–5 years of experience in office management or administrative support roles.
o Previous experience supporting senior executives or managing multiple priorities in a fast-paced environment.
o Experience in a manufacturing or corporate office setting preferred.
Skills:
o Strong organizational and multitasking skills with a high attention to detail.
o Excellent written and verbal communication skills.
o Proficiency with office software such as Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and common office tools (Slack, Zoom, etc.).
o Familiarity with travel booking platforms and expense reporting software.
o Ability to handle sensitive information with discretion and professionalism.
o Strong problem-solving and critical-thinking abilities.
o Self-motivated with the ability to work independently as well as in a team-oriented environment.
Interested in hearing more? Easy Apply now by clicking the "Apply" button.
This Jobot Job is hosted by: Matt Tassoni
Are you a fit? Easy Apply now by clicking the "Apply" button and sending us your resume.
Salary: $65,000 - $75,000 per year
A bit about us:
Our client is an industry leading manufacturing company with a global reach!
Why join us?
Medical
Dental
Vision
401k
PTO
and more!
Job Details
Key Responsibilities:
1. Executive Support:
o Provide administrative support to two executives, including managing their calendars, scheduling meetings, appointments, and calls.
o Prepare and organize meeting agendas, notes, and presentations for executive meetings.
o Prioritize and manage incoming requests, communications, and tasks for executives, ensuring effective time management.
o Act as a liaison between executives and other departments or external stakeholders.
2. Travel Management:
o Coordinate travel arrangements, including flight bookings, hotel accommodations, car rentals, and transportation for executives and occasionally other team members.
o Prepare travel itineraries and ensure all necessary travel documents are in place (e.g., visas, itineraries, accommodation confirmations).
o Process and track travel expenses, maintaining accurate records for reimbursement and reporting.
3. Invoicing and Financial Support:
o Assist with invoice management, including ensuring proper coding, approval, and timely submission to the finance department.
o Coordinate with suppliers and vendors for purchase orders, payments, and account reconciliations as needed.
o Ensure the proper filing and tracking of financial documents in accordance with company policies.
4. Office Operations & Supply Management:
o Maintain office supplies, including stationery, equipment, and other materials needed to keep the office running smoothly.
o Monitor office inventory levels and proactively reorder supplies to avoid shortages.
o Oversee office equipment (e.g., printers, copiers, telephones), ensuring they are functioning properly and arranging repairs when needed.
5. Event and Meeting Coordination:
o Organize and coordinate internal and external meetings, including logistics such as room reservations, catering, and technology setup.
o Order and coordinate catering for lunch meetings, corporate events, and office celebrations.
o Manage and order lunches for staff or executives as required, ensuring dietary restrictions are considered.
6. Office Environment and Facilities Management:
o Ensure the office environment is clean, organized, and conducive to a productive work atmosphere.
o Oversee the upkeep of office facilities, coordinating with building management or outside contractors for maintenance, cleaning, and repairs.
o Address employee or guest inquiries regarding office facilities and ensure common areas are properly maintained.
7. Document and File Management:
o Maintain and organize office files and records, both paper and electronic, ensuring compliance with confidentiality and security policies.
o Assist with drafting, formatting, and proofreading internal and external communications and documents.
o Ensure that important documents and records are stored securely and accessible when needed.
8. Communication and Coordination:
o Serve as the primary point of contact for all office-related matters and handle general inquiries from visitors, staff, or vendors.
o Manage incoming and outgoing mail, packages, and deliveries.
o Coordinate office-wide communication, including announcements, newsletters, or updates from senior management.
________________________________________
Required Qualifications:
- Education: Associate’s degree or equivalent; Bachelor’s degree preferred.
o Minimum 3–5 years of experience in office management or administrative support roles.
o Previous experience supporting senior executives or managing multiple priorities in a fast-paced environment.
o Experience in a manufacturing or corporate office setting preferred.
Skills:
o Strong organizational and multitasking skills with a high attention to detail.
o Excellent written and verbal communication skills.
o Proficiency with office software such as Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and common office tools (Slack, Zoom, etc.).
o Familiarity with travel booking platforms and expense reporting software.
o Ability to handle sensitive information with discretion and professionalism.
o Strong problem-solving and critical-thinking abilities.
o Self-motivated with the ability to work independently as well as in a team-oriented environment.
Interested in hearing more? Easy Apply now by clicking the "Apply" button.