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P/T Office Manager

2 months ago

Missoula, United States BlueLine Companies Part time
Job DescriptionJob DescriptionSalary: $17-$20 DOE

BlueLine Development is looking for an Office Manager to keep our offices running smoothly by making sure supplies are stocked, offices are clean, mail is sorted and delivered, vehicles are running, as well as helping coordinate office meetings and social gatherings.  This part time position will require around 15-20 hours a week.  BlueLine is a fast-paced, dog loving, hardworking company that focuses on low-income housing in Montana as well as five other states.  We are passionate about what we do and would love to find someone who wants to join the team in this capacity to help us keep growing. If this sounds like your type job, we would like to meet you.  See full job description below.



Position Summary:

The Office Manager will oversee the general administrative function and activities of the office and handle project documentation and correspondence in support of Executives/Owners, if needed.

The associate/employee in this position is required to manage the daily functions of the office so supplies are stocked, new employees have the equipment and materials set up and ready (this is achieved by working with and turning over necessary tasks to HR and IT), and ensure employees do not run out of or must obtain supplies on an emergency basis. The associate in this position will be responsible for making sure other associates have a desk to work at, a clean carpet to walk on, clean counter and meeting space, and a pleasant front office.

The other major role of this job is to work with all members of the leadership team to help keep them organized, on schedule, and supporting them in logistics, planning, and project administration to maintain the rhythm of the business.


Essential Job Functions

  • Perform general administrative duties such as but not limited to; filing, photocopying, scheduling appointments with internal and external parties, ordering supplies, sorting and distributing correspondence and maintaining database records.
  • Exhibits polite and professional communications via phone, email, TEAMS, and mail.
  • Provides information by answering questions and requests.
  • Coordinate logistics as needed in the office, including maintenance of the working environment, shopping, cleaning (including but not limited to vacuuming, washing dishes, cleaning coffee pot and kitchen area, emptying waste baskets throughout the office), and maintaining all aspects of the office environment.
  • Make sure the front desk is covered each day.
  • Coordination of office activities such as staff get togethers, happy hours, retreats, holiday parties, and wellness programs, etc.
  • Coordination of all external and internal visitors as needed, including travel logistics, accommodations, and other conveniences, especially for Executives.
  • Constantly evaluating improvements to office culture and efficiency. Evaluate, recommend, and develop process improvements to ensure controls and department/office efficiency.
  • Performs or facilitates maintenance of office equipment including cleaning, maintenance, and repairs of copy machine, appliances, and other office utilities.
  • Manage maintenance of company vehicles including oil changes, key air tags and repairs.
  • Maintains inventory of office supplies; orders new supplies as needed.
  • Maintains office files; implements an efficient system for other staff to access any hard copy files and records.
  • Read and analyze incoming memos, letters, and reports to determine their significance and distribute appropriately.
  • Answer and direct phone calls or take messages for appropriate parties.

Correspondence and Mail Services

  • Shipping and receiving. Preparing plans and specifications for pickup/shipment.  Collects and distributes daily mail from USPS, Fed Ex, UPS, and other vendors.  Make sure mail from the various offices gets distributed quickly and no time sensitive materials are delayed.
  • Keep up with change of addresses and mail getting to locations during construction and address changes.

Executive Support

  • Provides clerical support when needed to assist Executive Team with assigned administrative duties such as answering phones, sorting, and preparing documents.
  • Keep Executives informed of your schedule and availability

Meetings

  • Prepare agendas for meetings and make arrangements, such as coordinating catering for luncheons, for committee, and other meetings.
  • Coordinate and set up internal office meetings when a projector and computer are used and a number of staff are attending.  This would include but not be limited to the Thursday Construction meeting.
  • Other meetings might include sessions between Asset Management and Development or other departments.  Work with Executives to schedule and prepare any meetings they may have a need for, both external and internal.
  • Be the go-to person for understanding and setting up meeting equipment.



Position Preferred Qualifications

  • Demonstrate strong ability to work as part of a team.
  • Be a motivated, self-starter, must be driven and want to lead initiatives with strong follow-through on task completion.
  • Demonstrate strong knowledge, education, and understanding of property management policies and practices.
  • Ability to work in a highly dynamic environment with constantly shifting priorities and high level of ambiguity.
  • Proven strength in exercising sound judgment consistently and predictably.
  • Ability to handle stressful situations and possess skills in identifying workable solutions.
  • Ability to use a high-level of discretion and maintain absolute confidentiality.
  • Exceptional customer service including excellent interactive skills, problem-solving, emotional intelligence, and follow-up.
  • Experience working in a busy and dynamic office environment as well as dealing with remote-working arrangements.


Required Qualifications.

  • High School Diploma or Equivalent
  • 1-2 years of experience providing administrative support preferably in housing and construction industry
  • Knowledge of administrative and clerical procedures and systems such as word processing, e-mail, spreadsheets, and managing files and records and other office procedures at a proficient level.
  • General basic knowledge of and ability to learn project and office management software
  • Ability to type at least 60 words per minute.
  • Extensive knowledge of office management procedures.
  • Excellent verbal and written communication skills.
  • Excellent interpersonal and customer service skills.
  • Excellent organizational skills and attention to detail.
  • Excellent time management skills with a proven ability to meet deadlines
  • any combination of experience and education that would provide the competencies required to successfully perform the duties of this position.
  • Excellent and effective oral and written communication skills.
  • Strong organizational skills and keen attention to detail.
  • Proficiency with Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, etc.)
  • Experience with TEAMS


Working Conditions and Environment

 

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.
Environment: Work is performed primarily in a standard office environment with extensive public contact and frequent interruptions.
Physical: Primary functions require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach, and twist; to lift, carry, push, and/or pull light to moderate amounts of weight, 50 lbs; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; to travel to other locations using various modes of private and commercial transportation; and to verbally communicate to exchange information.

Prolonged periods sitting at a desk and working on a computer.
Vision: See in the normal visual range with or without correction.
Hearing: Hear in the normal audio range with or without correction.


Driving responsibilities require candidates to meet the following minimum driver qualifications: 

  • A valid driver's license

 Equipment Used:  Computer, printer, general office equipment