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Office Manager

2 months ago

Basking Ridge, United States Victory Healthcare Communications Full time
Job DescriptionJob DescriptionSalary: Based on Experience

Do you have a reputation for solving problems and making sure everything runs smoothly? Victory Healthcare Communications, an award-winning pharmaceutical advertising agency with over 35 years in the industry, is looking for an experienced Office Manager that is detail-oriented and Mac savvy to work onsite in our Basking Ridge office, helping support business operations, technology needs, and our leadership team (including working closely with our company President).


Title: Office Manager

Reports To: President

Employment Type: Full-Time with 3-month probationary period

Job Location: In-Office 5 days per week (Basking Ridge, NJ)


The Role:

 

The Office Manager will oversee and manage the daily activities of the office to ensure business operations run smoothly, as well as function as the primary support for the company’s technology. This includes record-keeping, document preparation, mail distribution, reception, meeting coordination/scheduling, supplier management, office supply inventory management, management of IT activities, overseeing internal IT support, implementation of policies regarding proper system operations, research and recommendation, and other technical support. The Office Manager will also handle some administrative assistant tasks and responsibilities may change over time.


The ideal candidate is an assertive self-starter that can be outgoing, enthusiastic, and friendly, as well as analytical, objective, and focused. The candidate should have the ability to take on repetitive assignments, solve problems, meet time-sensitive deadlines, and multitask when needed. The Office Manager should be detail-oriented and Mac savvy, and be able to work onsite at our office 5 days per week.


Top Responsibilities:

 

  • 50% Office Management
  • 30% IT Administration and Management
  • 20% Administrative Assistance


Office Management and Administrative Assistance:


  • Coordinate activities throughout the company to ensure efficiency and maintain compliance with company policies/procedures
  • Manage agendas, travel plans, and appointments for the President and upper management
  • Manage emails, letters, packages, phone calls, and other forms of correspondence
  • Manage office supply inventory tracker and replace supplies as needed to avoid interruptions in standard front office procedures
  • Prepare presentations as needed for events, projects, meetings, etc.
  • Maintain the tidiness and cleanliness of office public areas
  • Develop standards and promote activities that enhance operational procedures and maintain a positive workplace
  • Manage relationships with vendors, service providers, landlord, and internal finance manager to ensure that all items are invoiced and paid on time
  • Plan and coordinate office celebrations, the annual holiday mailers, and the end-of-year party
  • Promote and champion a positive company culture
  • Assist in onboarding new staff
  • Maintain security process and procedures for the office


IT Administration and Management:


  • Work directly with IT consultant to ensure all APPLE products (computers, tablets, phones, etc.) and the network have updated software, meet security requirements, and are running optimally
  • Technology troubleshooting/repair/resolution services for all deployed workstations, mobile devices, applications, network/remote access & messaging services, for end-users across all sites
  • Prioritize issues based on severity and urgency and refer emergencies to the IT Consultant when deemed necessary
  • Handle provisioning and deprovisioning of equipment for new hires and exiting employees, respectively, and make sure all run efficiently and are kept clean and up to date
  • Prepare office space, computers, and equipment to ensure that all items are functioning properly, are in place, and are set up for onboarding of new staff
  • Administer and maintain Google Chrome accounts
  • Add and/or remove employee access to all local and cloud-based programs
  • Ensure that all Audio/Visual needs for internal meetings are in good working order and be available to resolve any problems
  • End-user security/protection application support (virus/malware removal, hard-drive back-up, hard-drive encryption configuration, in conjunction with IT consultant)
  • Provide daily remote support to all staff members when IT problems arise
  • Occasional on-site technology support after-hours & during high-demand periods (incidents/outages, enterprise-wide deployments, etc.)
  • Diagnosis/resolution of computer hardware, software & network issues for Executive and VIP personnel at all sites (on-site & via remote support tools)
  • Low-level network support (port testing, bandwidth monitoring, equipment checks, share drive troubleshooting, etc.)


Background/Experience/Skills:


  • Bachelor’s degree or relevant work experience
  • 3–5 years of experience in Office Administration/Management or related area
  • 2 years of experience in IT or related area
  • 2+ years of tech support in an Apple Macintosh computer environment
  • 1–3 years of supervisory experience a plus
  • Soft Skills include intuition, problem solving, diplomatic resolution of incidents, monitoring the pulse of the staff
  • Must be extremely computer savvy, and easily pick up new technology and terminology
  • Must possess patience and the ability to troubleshoot and train less experienced technology users
  • Excellent communication skills
  • Experience influencing, persuading, and negotiating
  • Extensive knowledge of functional area and departmental processes
  • Microsoft Office & Calendar Management Expertise
  • Must be proficient with Mac OS X
  • Knowledge of Adobe Creative Suite, Mac Pages and Numbers a plus
  • Familiarity with Pharmaceutical industry a plus
  • Ability to manage and maintain highly confidential and proprietary information with the utmost integrity


Victory Healthcare Communications is committed to hiring and developing exceptional talent to perform the many tasks necessary to providing high-quality service. An integral part of this policy is to provide equal employment opportunity for all persons considered for employment and to recruit and administer hiring, working conditions, benefits and privileges of employment, compensation, training, opportunities for advancement (including upgrading and promotion), transfer, and termination of employment (including layoffs and recalls) for all employees without discrimination because of race, creed, color, national origin, nationality, ancestry, age, sex (including pregnancy), familial status, marital/civil union status, religion, domestic partnership status, affectional or sexual orientation, gender identity and expression, atypical hereditary cellular or blood trait, genetic information, liability for military status, mental or physical disability (including perceived disability and AIDS and HIV status), or other characteristics unrelated to a person’s qualification and/or job performance). If you are truly detail oriented, you will discover that you need to mention the word "spaceship" in one of the application questions.