Office Manager

1 day ago

Louisville, United States Forrest Solutions Full time

Overview:


The Office Administrator/Manager plays a pivotal role in ensuring smooth and efficient office operations. This position requires a self-starter with exceptional organizational skills, a high level of professionalism, and the ability to work independently. The role supports the Louisville office by managing administrative functions, overseeing vendor relationships, maintaining records, and facilitating effective communication with internal and external stakeholders.


Essential Responsibilities:


Below are the primary functions and responsibilities, with flexibility to address evolving business needs:


  • Stock and maintain office and pantry supplies, ensuring cleanliness and presentation standards.
  • Manage employee and visitor seating arrangements, badge access, and minor technology issues.
  • Coordinate daily lunch orders and catering requests, ensuring timely and accurate deliveries.
  • Oversee shipping, receiving, and courier services while managing relationships with delivery vendors.
  • Ensure a positive experience for employees and visitors by maintaining a professional and welcoming office environment.
  • Serve as the central point of contact for all internal and external communications.
  • Facilitate landowner management tasks, including preparing and mailing checks and letters, tracking responses, and following up with unresponsive recipients in a professional and hospitable manner.
  • Track invoices, coordinate payment follow-ups, and manage vendor and client relationships.
  • Schedule and manage appointments, meetings, and visitor interactions.
  • Provide daily support for employees, guests, and vendors, ensuring seamless office operations.
  • Address employee and client inquiries with a high level of customer service and professionalism.
  • Regularly inspect the office and public areas, addressing maintenance or cleaning needs promptly.
  • Maintain accurate records, including file creation, data entry, and vendor tracking.
  • Record and monitor financial transactions such as check issuance and ledger updates.
  • Ensure compliance with documentation protocols and coordinate file distribution and storage.
  • Liaise with maintenance and engineering teams to resolve operational issues quickly.
  • Identify and implement process improvements, maintaining the Site Operations Manual/Playbook with precision.
  • Oversee office cleaning schedules and escalate any facilities issues when needed.


Qualifications


  • Minimum of three years of experience in office administration or a similar role.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with scheduling and data management software.
  • Exceptional organizational, communication, and interpersonal skills.
  • Proven ability to multitask, prioritize, and work independently with limited supervision.
  • Familiarity with records management and basic financial tracking is preferred.
  • A customer-focused approach and a professional demeanor.


Work Environment


This role requires physical presence in the office, with occasional lifting of office supplies or small equipment up to 25 pounds.

This description reflects the company’s expectations and may be adjusted to align with organizational needs and employee development.



Forrest Solutions provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

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