Office Manager

4 weeks ago

Danville, Virginia, United States Face Reality Skincare Full time

About Face Reality:


Face Reality Skincare was created with one goal: to give people clear skin and confidence. With over 50 million people suffering from the physical and emotional toll of acne, we made it our mission to develop an effective way to achieve clear skin through adaptive, expert guidance by trained estheticians and premium formulas that use only tested, safe ingredients. We are dedicated to giving not just real results but celebrating people and their skin at every part of their journey.

Our Core Values

Integrity, Inclusive, Collaborative, Adaptive, Accessible

Our supportive business model ensures that everyone has a clear path to success and growth. We foster an inclusive space in which people are valued for who they are and are encouraged to collaborate to see goals fully realized. Fostering an open, honest culture gives us the opportunity to achieve greater trust internally and externally. Remaining flexible and adaptive allows us to remain responsive to the ever-changing world. Doing right, even if it is difficult, is of the utmost importance.

Office Manager:

As the Office Manager at Face Reality Skincare, you will play a pivotal role in ensuring the smooth operation of our bustling workplace. As our office's heartbeat, you will be the driving force behind maintaining a functional and welcoming environment for our team of about 65 employees. From managing facilities and liaising with vendors to coordinating office events and providing essential administrative support, you will be at the forefront of fostering productivity, employee engagement, and safety. Your adaptability and attention to detail will be key as you navigate diverse tasks, from overseeing daily cleanliness and organizing office spaces to assisting with disaster planning and coordinating equipment needs. You should thrive in a fast-paced environment where no two days are the same and be passionate about creating an optimal workspace for our team to thrive in and delivering exceptional customer care through various channels, including phone, email, and online correspondence. We are looking for individuals who are patient, empathetic, and adept at effective communication. This is an onsite role working Monday - Friday in Danville, CA.

Responsibilities:

  • Perform light daily cleaning and straightening up of the office space to
    maintain a tidy and professional environment in the offices, clinic, and
    break rooms.
  • Manage incoming/outgoing mail, including receiving and routing
    deliveries as needed, and dropping off outgoing packages at the local
    FedEx/UPS/USPS locations.
  • Maintain inventory and ordering to ensure the office is stocked with
    necessary supplies or equipment as needed. Including but not limited
    to office supplies, kitchen items, food and beverages, misc. items for
    company events, etc.
  • Serve as the primary contact for and maintain excellent working
    relationships with facilities-related vendors such as property
    management, cleaning company, catering companies, etc.
  • Order catering for company meetings, and events as necessary and
    manage setup and clean up before and after such events.
  • Oversee the coordination of conference room usage for large company
    meetings and ensure rooms are set up appropriately.
  • Act as the primary office purchase request handler and purchaser,
    ensuring proper approval process is maintained.
  • Maintain records of office expenses and assist in budget management
    for facilities and office supplies.
  • Coordinate with IT/Tech Departments to manage office equipment
    maintenance and repairs, including copiers, printers, and other
    machinery.
  • Coordinate with IT/Tech Departments on all office and employee
    equipment and system needs.
  • Assist in employee onboarding including desk set up, first day welcome
    tour, security system training with code set up, etc.
  • Serve as the primary point of contact for building management and
    communicate any maintenance or security issues promptly.
  • Assist in coordination of office renovations or reconfigurations as
    necessary, working with vendors and contractors.
  • Assist in the coordination of employee intraoffice relocation or office
    moves, including furniture arrangements and logistics.
  • Periodically coordinate travel arrangements and accommodations for
    employees or guests visiting from out of town.
  • Partner with HR to help manage and maintain safety procedures
    including disaster planning. Ensuring office policies are followed to
    preserve a safe, secure and culturally aligned work environment.
  • Assist in the development and implementation of office policies and
    procedures.
  • Assist with managing the inventory of office keys, access cards, and
    security codes, ensuring proper distribution and security measures are
    in place.
  • Assist in employee recognition programs or initiatives to promote a
    positive work culture.
  • Support planning for company, employee, vendor, and clinic events as
    needed, in person and virtual.
  • Handle employee inquiries and requests as they come in, proactively
    anticipate needs and provide solutions in a timely and professional
    manner.
  • Handle confidential documents and information with discretion and
    professionalism.
  • Offer general administrative support to the Leadership team as
    needed/assigned.

Qualifications and Experience Needed:

  • Minimum of 2 years of experience in management and office administration for an office of
    75+ employees.
  • Bachelor's degree (combined experience/education as a substitute)
  • Proficient in Microsoft Outlook, Word, and Excel.
  • Demonstrated track record in effective facility management, event planning, and vendor
    relations.
  • Ability to work independently, prioritize tasks, and handle confidential information with
    discretion.
  • Team Focused, capable of building relationships at all levels within the organization.
  • Ability to work in a fast-paced, evolving environment.
  • Detail orientated with superior organizational skills

Physical Requirements:

  • Must be able to lift and carry objects weighing up to 25 pounds.
  • Ability to stand, walk, and bend for extended periods.
  • Excellent hand-eye coordination and manual dexterity.
  • Ability to move around the office including stooping, crouching, and/or kneeling to troubleshoot issues.
  • Must possess a valid driver's license and have a clean driving record.
  • Ability to perform repetitive tasks with accuracy and attention to detail.
  • Must be able to communicate effectively in verbal and written form.
  • Comfortable lifting, pushing, and pulling equipment and materials.
  • Comfortable using a computer, keyboard, and mouse.

At Face Reality you will have an opportunity to:

  • Partake in and contribute to a high-growth brand journey.
  • Be part of a high performing growing team.
  • Contribute to executing initiatives across professional channels.

Salary: $72k - 82k per year plus early bonus and full benefits package

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