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Office Manager

4 months ago

Phoenix, United States Altus Ace Management LLC Full time
Job DescriptionJob Description

Summary The Office Manager provides high-level administrative support to company executives by conducting research, handling information requests and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings for executives. The Executive Assistant/Office Manager position is responsible for overall front office activities, including the reception area, mail, large purchasing requests and facilities. Also responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.

Essential Duties and Responsibilities: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Type reports, memos, letters and other documents using word relevant computer software.
  • Answer phone calls and direct calls to appropriate parties or take messages.
  • Record, type and distribute meeting minutes.
  • Greet visitors and determine whether they should be given access to specific individuals.
  • Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
  • Perform general office duties such as ordering supplies and maintaining records management database systems.
  • Open, sort and distribute incoming correspondence, including faxes and email.
  • Make travel arrangements for executives.
  • Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
  • Supervises and coordinates overall administrative activities for the Office Administration Department.
  • Supervises the maintenance and alteration of office areas and equipment, as well as layout, arrangement and housekeeping of office facilities.
  • Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
  • Supervises the maintenance of office equipment, including copier, fax machine, etc.
  • Participates as needed in special department projects.
  • Performs other duties as assigned

Required Qualifications: 2 years of Administrative experience preferred

  • 2 years of management experience preferred
  • Proven capability to work with people at all levels in an organization
  • Demonstrated effective organizational skills
  • Excellent communication, writing, proofreading and grammar skills
  • Strong attention to detail and accuracy, excellent analytical skills
  • Teamwork, interpersonal, administrative and customer service skills
  • Excellent time management and organizational skills
  • Advanced experience using Microsoft office applications, including but not limited to databases, word-processing, spreadsheets, and power point

Education/Licensure/Certification: Bachelor’s degree, or equivalent experience.

Physical Demands: The employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this Job, the employee is regularly required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms and talk or hear. The employee is occasionally required to stoop, kneel, crouch, or crawl.