Office Manager

Job Summary

• Oversee office management including but not limited to – 
  
  
  • Ensure office operations, policies and procedures are maintained 
  
  
  • Answer phones and handle/accept all packages for mailings 
  
  
  • Internal and external correspondences are controlled 
  
  
  • Filing systems are designed 
  
  
  • Point person for maintenance and supplies 
  
  
  • Coordinate with IT Department regularly on office equipment and systems 
  
  


• Assign, monitor and coach administrative responsibilities among office staff


• Manage contract and price negotiations with office vendors, account managers and Akridge. 


• Responsible for ensuring office financial objectives are met by preparing annual budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise


• Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers


• Remain updated on technical and professional knowledge by attending educational workshops, joining professional associations, building networks with fellow professionals and reviewing of industry publications


• Data management in Salesforce CRM database  


• Support internal and external mass mailings (I.e. Holiday card, all staff emails, board materials)


• Responsible for recruiting office staff and providing orientation and training to new employees across the organization


• Manage travel, calendar, and expense reports for executive(s)


• Manage correspondences with Board of Governors for meetings, events and be onsite POC at events and annual Board meeting. 
  • Work closely with Irvine Admin for Board member materials and correspondences 


• Support year-round employee engaging activities and support coordination of staff retreats – examples include but not limited to: 
  
  
  • Holiday Celebrations 
  
  
  • Wellness Committee 
  
  
  • Leadership & Professional development training 
  
  


• Grant administration for events and contract donation reconciliation.


• Process COI requests for programs team and be a support to processing incident reports and claims 


• Protect company’s value by ensuring confidentiality is maintained


• Other office duties/special projects/support as assigned


• Travel up to 5 times a year  

• Bachelor’s degree 

• Proven office management and administrative experience
• Knowledge of administrative, business and human resources practices/procedures

• Excellent oral and written communication skills
• Excellent interpersonal skills
• Team player and able to multi-task
• Attention to detail and ability to prepare documents and correspondence accurately; organized and good problem solver
• Strong knowledge of Microsoft Word and Excel (CRM a plus)
• Excellent data entry skills; ability to maintain confidentiality with sensitive information.