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Office Manager

2 months ago

Washington, United States CINQCARE Full time $70,000 - $80,000
Job DescriptionJob Description

About CINQCARE

CINQCARE is a provider-led, community-based health and care partner dedicated to improving the health and well-being of those who need care the most, with a deep commitment to Black and Brown communities. Our local physicians, nurses, and caregivers work together to serve people and the communities they live in, beyond just treating symptoms. We remove barriers by delivering personalized care as close to home as possible, often in-home, because we know a deep understanding of our Family Members’ race, culture, and environment is critical to delivering improved health outcomes. By empowering Family Members, providers, and caregivers with the support they need, we strive to make health and care a reality—not a burden—every single day. Join us in creating a better way to care.

About the Job

Located in our Washington, DC headquarters, the Office Manager reports to the Director for Planning, Design and Construction. Under minimal supervision, the Office Manager will be responsible for providing administrative and facilities support to the corporate offices CINQCARE. The Office Manager should embody CINQCARE’s core values, including, Trusted, Empathetic, Committed, Humble, Creative and Community-Minded.

Job Responsibilities:

  • Create and maintain a clean, professional, and functional office environment in a shared office suite
    • Build solid and sustainable relationships and interactions with all levels in the organization and maintain effective communications and collaboration with employees, vendors, and other to ensure smooth operation and problem resolution
    • Manage office assignments and space use
    • Order office supplies (from paper and pens, snacks and coffee, to dish soap and paper towels)
    • Manage mail and shipments in and out
    • Manage employee access system
    • Clear visitors into the building through the building portal and greet and assist visitors
    • Place and track work orders through building portal for day-to-day issues (such as changes in temperature if the space is too hot or cold, a lightbulb replacement, etc…) and coordinate larger issues (leaks, major repairs, etc…) with Facilities Director
    • Manage the copier and shared business machine contracts and service calls
    • Manage access including ordering, tracking, issuing access cards reporting on space access
    • Coordinate with IT to ensure the work environment works
    • Serve as point of contact for vendors
  • Set and adhere to budget and take responsibility for invoice processing for budget items
  • Provide ad-hoc support to management and cross-department initiatives as directed
  • Provide as needed assistance to affiliated companies in a shared office environment.
    • Provide meeting and event support
    • Manage all aspects of the meeting rooms and Conference Center including reservations, services, food and equipment
    • Assist Executive Assistants with lodging accommodations for meeting participants of large team meeting gatherings hosted in the DC office
    • Proactively plan and take responsibility for catering for meetings as requested
    • Assist staff with operation of IT/AV in Conference Rooms as needed
    • Ensure Conference Rooms and public spaces are left tidy when folks are done using them, including Conference Center

  • Pitch in to help as needed, including ad-hoc support for affiliated company in shared office suite.

    About you

    The Office Manager should have the following qualifications:

    • Education: Bachelor’s degree preferred.
    • Experience: Minimum of three years of executive office administration experience in a corporate environment required; including experience with identifying and implementing best practices. Corporate financial services, consulting, law firm or academic institution office management experience preferred.
    • Technology: Proficiency in Microsoft suite and related software applications (Excel, Word, PowerPoint etc.), Familiarity with email scheduling tools and Microsoft Teams. Exposure to office access systems.
    • Entrepreneurial: This position is accountable for ensuring the CINQCARE team is seamlessly and creatively supported and able to focus on strategic deliverables. Excellent time management skills and ability to multi-task and prioritize work. Attention to detail and problem-solving skills
    • Strong organizational and planning skills in a fast-paced environment
    • Communication: Excellent written and verbal communication skills, with the ability to confidently solve problems. Superb prioritizing/time-management/organizational skills and ability to meet tight deadlines and work under pressure.
    • Relationships: Ability to build and effectively manage relationships with business leaders and external constituents and partners.
    • Culture: Good judgement, impeccable ethics, and a strong team player; a creative mind with an ability to suggest improvements desire to succeed and grow in a fast-paced, demanding, and entrepreneurial company.

Job Environment and Physical Requirements of the Job

This position requires on-site work five days per week. The job is performed indoors in a traditional office setting with conditioned air, artificial light, and an open work space.

In this position you will need an ability to communicate with customers, vendors, management, and other co-workers in person and over devices, sometimes with people who are agitated. Regular use of the telephone and e-mail for communication is essential. Sitting for extended periods is common. Must be able to receive ordinary information and to prepare or inspect documents. Lifting of up to 30 lbs. occasionally may be required. Good manual dexterity for the use of common office equipment such as computer terminals, calculator, copiers, and FAX machines. Good reasoning ability is important. Able to understand and utilize management reports, memos, and other documents to conduct business.