Office Manager
Job Title: Office Manager
Department: Administration
Location: Corporate - NY
Send Applications To: employment@proenzaschouler.com
The Office Manager will oversee and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety.
Energetic professional who prefers wearing multiple hats. Experienced in handling a wide range of administrative and executive support related tasks and able to work independently. Well organized, flexible and enjoys the administrative challenges of supporting an office of diverse people in a fast-paced fashion environment.
Office Manager Responsibilities:
Manage the front reception desk, answering phone calls, and greeting guests
Manage ordering, inventory, and budgets for office supplies
Oversee the integrity of the conference room/ meeting spaces booking processes and schedules.
Daily maintenance of appearance of common areas, meeting spaces, and conference room.
Serve as the liaison for building/floor maintenance for any facility issues, repairs or inquiries.
Project manage any facility improvements and or build outs
Ensure the printer/copier/scanner is always well stocked with ink, toner, paper and run efficiently.
Assist in planning and coordinating all corporate events.
Assist HR with new employee desk set up.
Liaison with third-party IT provider.
Oversee the supply and maintenance of all office equipment.
Administer corporate cellphone account.
Order and distribute keys for designated staff and program alarm codes.
Order business cards for employees and facilitate mockup templates.
Supervise incoming mail, shipments, and deliveries.
Oversee third-party cleaning personnel to ensure office cleanliness is maintained at a high standard.
Maintain kitchen area daily and stock kitchen supplies.
Approve and code all office supplies and expense related invoices in Concur.
Manage ad hoc projects as assigned by department heads.
Executive Support to Creative Directors’ Responsibilities:
Managing and submitting monthly expense reports for both Creative Directors’ corporate credit cards in Concur.
Assist in coordinating Creative Directors’ business calendars and meeting requests.
Daily tidying of Creative Director’s office to make sure office is ready for the workday.
Restocking of any supplies in Creative Directors’ office.
Coordinate with IT on any tech support necessary for Creative Directors.
Qualifications:
The ideal candidate will be motivated, hardworking, responsible, and effectively able to manage their day-to-day responsibilities to ensure and uninterrupted flow of business.
2-3+ years’ work experience in office management or similar administration role in a mid-sized office.
Highly proactive and a problem-solver. Able to find creative solutions.
Detail-oriented and very organized.
Flexible and adaptable. Able to prioritize and pivot tasks based on urgency. Thrives in a fast-paced environment.
People-oriented. Able to work with employees at every business level.
Strong communication skills – verbal and written.
Welcoming personality as front of house reception.
Reliable and excellent time management skills.
Proficient in Microsoft Office software (Excel, Word, Powerpoint).
Good with numbers. Experience with managing budgets, contract negotiation, vetting third-party vendors.