Office Manager - UIC Commercial Services

Overview

UIC Commercial Services is headquartered in Anchorage, Alaska and a subsidiary of Ukpeagvik Iñupiat Corporation, the Alaska Native Village Corporation of Barrow, Alaska. UIC Commercial Services is a vertically integrated team of companies providing a full spectrum of professional services and construction disciplines within our Commercial Services Division. Our family of companies specializes in professional services and remote construction in arctic and subarctic Alaska and across the country.

Job Summary

This position will be responsible for the operation and oversight of our Anchorage office. Duties will involve greeting visitors, answering incoming phone calls, maintaining supply and equipment inventory and assisting with the office security administration. The successful candidate will also support travel and meeting functions for the management team and provide marketing support. The Office Manager must ensure high standards of professionalism and performance at all times and requires exceptional organizational skills, attention to detail, and the ability to handle a variety of tasks in a fast-paced environment.

Responsibilities

Roles & Responsibilities

Office Management:

• Greeting visitors, answering incoming phone calls, and delivering excellent service to our visitors.
• Receive and sort incoming mail and deliveries and manage outgoing mail.
• Support day-to-day office operations, including managing office supplies, equipment, and maintaining a tidy work environment, including for all shared, file, and storage spaces.
• Support asset management for IT, electronics, vehicles and key distribution and retrieval, in coordination with the appropriate departments and companies.
• Assists and organizes programs, events, meetings, or conferences by arranging facilities and caterers, issuing information or invitations, coordinating speakers, and controlling event budgets.
• Organizing and scheduling conference rooms.

Management Support:

• Manage and schedule appointments, meetings, and travel arrangements for senior managers.
• Handle confidential information with discretion and maintain the highest level of professionalism.
• Demonstrate flexibility to work with different supervisors, departments, and companies as needed and to assist with other duties as assigned.

Marketing Support:

• Coordinate with Marketing & Communications as needed to support UICCS events.
• Branded documents and logo wear coordination
• Trade show and printed materials coordination
• Other duties as assigned.

Administrative Support:

• Prepare and maintain accurate records, files, and documentation.
• Assist with project management tasks, including tracking project milestones and deadlines.
• Perform general administrative duties such as data entry, filing, and office organization.
• Notarize documents as needed.

Qualifications

KNOWLEDGE, SKILLS & ABILITIES:

• Excellent administrative and organizational skills.
• Excellent verbal and written communication skills.
• Proven dependability and ability to manage a large workload with competing priorities.
• Ability to work independently with minimum supervision.
• Ability to work effectively and productively with different employees, representatives of other organizations, and the public.
• Excellent administrative and clerical skills, with some experience in word processing, managing files and records, note taking, designing forms, and other office procedures and terminology.
• Expertise with supporting software applications, to include Adobe, Word, Outlook, Excel, SharePoint, PowerPoint, and various online travel applications.
• Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourceful, and efficient, with a high level of professionalism and confidentiality.
• Dependable performance and punctual attendance.
• Ability to be available for some evening/weekend/holiday for large company events, annual meetings, and busy periods.
• Demonstrated ability to maintain confidentiality.
• Experience working within an Alaska Native Corporation preferred.

QUALIFICATIONS

• High school graduate or equivalent required; associate or bachelor's degree preferred.
• Five years office manager experience required.
• Must have valid Alaska Driver's License.

Authorized Driver Requirement

• Employee must possess a valid driver license and pass Smith Driver Training within one year of hire.
• Individuals with one or more serious violations (DUI/DWI) shall not be authorized to drive vehicles, including company, personal or rental cars to conduct company business.
• Employee must follow the UIC Authorized Driver Policy and Procedures regarding approved vehicle usage.

Drug and Alcohol Testing Programs

• All employees must pass Non-DOT pre-employment drug screening and follow all Non-DOT Drug and Alcohol Testing Program guidelines and requirements.
• If working on a DOT project, employees must pass a DOT pre-employment drug screening and follow all DOT Drug and Alcohol Testing Program requirements.

Equipment Used

Common office equipment such as:

• Computers, tablets, and smart phones
• Print/Copy/Scan/Fax Machines
• Telephones, teleconferencing systems, and videoconferencing systems

WORK ENVIRONMENT & CONDITIONS

This position is based in Anchorage, Alaska. Typical office setting in a large office building. Work is generally sedentary in nature but may require frequent standing and walking. May be subject to environmental conditions of a general office setting.

Physical & Mental Demands

The physical demands 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.

• While performing the duties of this job, the employee is frequently required to read text on a computer screen and hard copy, stand or sit, talk, and hear.
• The employee is occasionally required to stand, walk, and reach with hands and arms.
• Exposure to moderate levels of noise in a well-lit, well-ventilated, and moderately paced office environment.
• The employee must regularly lift and/or move up to 20 pounds.

UIC Preference Hiring:

Ukpeaġvik Iñupiat Corporation (UIC) considers all applicants for employment without regard to race, color, sex, national origin, religion, age, physical or mental disability, family responsibility, marital status, sexual orientation, political affiliation, veteran's status, or any other legal protected status. In furtherance, pursuant to The Alaska Native Claims Settlement Act 43 U.S.C. Sec. 1601 et seq., and federal contractual requirements, UIC and its subsidiaries may legally grant certain preference in employment opportunities to UIC Shareholders and their Descendants, based on the provisions contained within The Alaska Native Claims Settlement Act. EOE/AA/M/F/D/V

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