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Office Manager

3 months ago

Canton, United States Automated Media Inc. Full time

As Office Manager your essential job functions will include the following:


Executive Assistant


  • Coordinate meetings for Vice President/Director(s) and departments as needed. Prepares pre-meeting materials and documents.
  • Update and prepare presentations as requested. Gather data from various sources. Distribute presentations as needed.
  • Assist in the coordination of corporate meetings, customer meetings and events.
  • Assist in monthly reporting needs. Obtain data/information, update, and prepare all aspects of various reports. Ability to interpret data and reports. Gather and distribute financial data as needed.
  • Schedules and hosts Teams sessions as required.
  • Manage and coordinate Vice President) calendar as requested through schedule coordination and independently making appointments.
  • Coordinate travel arrangements.
  • Manage preferred programs/vendors as requested.
  • Prepare and process expense reports as requested for AMI associates.
  • Maintain knowledge of the department budget. Assure adherence to department’s budget when planning meetings, events, and projects. Research cost saving measures and make recommendations.
  • Seek opportunities to learn new systems as needed to perform the job more efficiently/effectively.
  • Handle confidential information appropriately and maintain high ethical standards.
  • Effectively respond to questions and requests from both internal and external sources.
  • Complete project work as requested.
  • Order general office supplies and gain necessary approvals.


Building Services, Facility Planning and Forecasting


  • Manage day-to-day operations of corporate facility.
  • Coordinate facilities team, other departments and outside contractors as needed to complete maintenance service requests.
  • Maintain plan of regular and preventative maintenance for all building and garage mechanicals.
  • Inspect building and parking structure to determine the need for repairs/upgrades.
  • Solicit and review quotes for maintenance services and recommend service providers.
  • Establish and maintain relationships with external contractors.
  • Manage and reviews service contracts.
  • Identify expiring contracts, solicit quotes and provide recommendations.
  • Collaborate with Vice President, Director of Accounting, Operations and Facilities on management of yearly capital and expense budgets.
  • Manage and coordinate corporate janitorial with outside janitorial services team.
  • Maintain inventory of all Facility, office, cafe and janitorial related equipment and supplies.
  • Manage maintenance of equipment and supplies to meet health and safety standards.
  • Solicit and review quotes for equipment and supplies and recommend vendors.
  • Assist in managing warehouse storage area.


Leadership, Mentoring and Coaching


  • Experience in leading and developing talent for an organization as evidenced by advancement and success of team members.
  • Ability to effectively communicate operational priorities, objectives, and goals.
  • Change management and consulting skills.
  • A visible and passionate leader internally. Has the personal courage to recommend/make difficult decisions.
  • Complete performances evaluation of team members and recommend appropriate actions such as promotions, counseling, and termination.


Other Duties as Assigned


Job Requirements

  • 6+ years relevant experience
  • Intermediate to advanced skill level in the following: Teams; Microsoft Excel, Word, PowerPoint, Access and Outlook.
  • Previous management experience preferred.
  • Excellent time management and organizational skills.
  • Detailed oriented; excellent record keeping skills.
  • Exceptional customer service, interpersonal communication skills and be able to thrive in team environment.
  • Strong analytical & problem-solving skills
  • Demonstrated leadership ability.


Competencies Required

  • Results Orientation
  • Agility
  • Initiative
  • Customer Focus
  • Decide Promptly
  • Work Efficiently
  • Work Selflessly


Physical job requirements

  • Continuous viewing from and inputting data to a computer screen
  • Sitting for long periods of time.
  • Travel as necessary.
  • Lifting, carrying, and moving meeting materials up to thirty pounds.