Office Manager
2 months ago
SUMMARY
Our client is seeking a professional and friendly office manager to join their team. The ideal candidate will be the first point of contact for the company, providing excellent customer service and administrative support. The Office Manager is responsible for managing the files, answering the telephone, purchasing and expense reporting, compliance, maintenance of licenses and permits, and coordination of logistics. Carries out responsibilities in accordance with all applicable regulations and policies. Responsibilities include thorough and accurate recordkeeping with respect to census, oversight of supply usage and inventory, and supporting Management as needed.
RESPONSIBILITIES
- Greet and welcome guests as soon as they arrive at the office.
- Direct visitors to the appropriate person and office.
- Answer, screen, and forward incoming phone calls.
- Ensure the reception area is tidy and presentable, with all necessary stationery and material.
- Provide basic and accurate information in-person and via phone/email.
- Receive, sort, and distribute daily mail/deliveries.
- Perform other administrative tasks such as filing, photocopying, laminating.
- Supports Management with the daily operations and participates in planning and coordinating of daily procedures.
- Book meeting rooms, set up conference calls and take messages and record/type meeting minutes during meetings.
- Write emails, memos, and letters.
- Implement and/or develop office procedures and record systems.
- Manage database entry and client files.
- Order and maintain supplies.
- Document financial information.
- Organize and distribute messages.
- Prepare and mail outgoing correspondence.
- Maintain confidential department files/records.
- Perform routine bookkeeping tasks.
- Assist with presentations and reports.
- Under instruction of Management, the Office Manager is responsible for purchasing, monitoring expenses and reporting, planning, compliance, and vendor management.
- Contributes to expense controls and operational efficiencies.
- Monitors and reports on financial objectives in collaboration with Veterinary Services Manager and Attending Veterinarian to ensure availability of supplies at lowest possible cost, supply usage, capture of all supplies/services to ensure proper invoicing.
- Serves as a liaison to all outside vendors.
- Supports the orientation of new personnel and contributes to annual staff training.
- Coordinates maintenance, calibration and repairs for equipment and ensures adequate recordkeeping of the maintenance, calibration, and repair events.
- Receives information from equipment users about issues, failures and malfunctions and recommends corrective actions or makes service calls.
- May author or review facility or equipment Standard Operating Procedures.
QUALIFICATIONS
- 3 or more years of experience in office management capacity. Or proven work experience as an office manager, receptionist, front office representative, or similar role.
- 3 or more years of experience in the Healthcare/Pharmaceutical/Biomedical industry is a plus.
- Punctual work attendance.
- Professional communication, attitude, and appearance.
- Phone etiquette.
- Positive committed spirit.
- Familiarity with OSHA and government regulations regarding the care of laboratory animals is important.
- Proven organizational skills.
- Ability to publicly represent company with internal and external clients.
- Must be proficient in Microsoft Excel, Word, Adobe, and Outlook.
- Must be proficient in spelling, punctuation, grammar, and other English Language skills.
- Must have proven experience of producing correspondence and documents.
- Strong focus on flexibility, ability to multi-task, attention to detail, excellent organizational skills, good follow-up, and judgment; must be able to prioritize and interface with users who are working under deadlines.
- Must possess excellent communication and writing skills, patience, professionalism, and ability to effectively interact with staff and management alike.
- Ability to analyze information and solve problems relating to operations, finance, and infrastructure.
- Hands-on experience with operating office equipment (e.g., printers)
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