Office Manager

4 weeks ago

Newark, United States OCA Architects Full time

Job Summary:
This newly created role within the Office of OCA Architects (OCA) is designed to assist the CEO and Senior Management team in effectively managing office operations by creating a workplace culture that promotes employee satisfaction, engagement and well-being while ensuring a high level of operational performance. The role as envisioned will oversee office system development and process management; employee recruitment; onboarding; training; performance management and the delivery of quality services and communications to OCA's clients and vendors.

**Responsibilities**:

- Supports company operations by maintaining office systems and supervision of staff
- Designs and implements innovative office systems and policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments
- Organize office operations and procedures, manages payroll, controls correspondence, designs filling systems, as well as performs clerical support functions for senior management
- Keeps senior management informed of operational needs through identifying trends and preparing timely reports
- Advises management and employees on employment policies and procedures
- Advises senior management on disciplinary and employee performance problems
- Maintains office staff by recruiting, selecting, orienting, and onboarding new employees
- Monitors staff performance, attendance and promotes professional development via training, coaching, counseling, and appraising job performance
- Designs and implements employee retention strategies
- Ensures adequate staff levels to cover for absences and peal workloads through the use and support of temporary agencies.
- Oversees day-to
- day guest experience and office activities as main point of contact in reception area
- Plans all in-house and off-site activities for the organization
- Develops presentation documents utilizing design training and participates in design presentations to Clients
- Prepare, coordinate, and produce qualifications package, proposals, presentation, and materials
- Provides direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database, employee lists and organizational charts, as well as updating office social media and website
- Oversees and maintains office equipment for uninterrupted function, identify needs and acquire supplies, manages vendor relationships, and coordinates deliveries when requested.
- Manages all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations and provides answers, resources, and solutions when requested.
- Attend work-related conferences and trainings

Required Skills and Qualifications:

- Two or more years of experience in office management
- Strong organizational and planning skills in a fast-paced environment
- Strong time-management and people skills, high degree of flexibility, and excellent ability to multitask and prioritize work
- Excellent written and verbal communication skills
- Attention to detail and problem-solving skills
- A creative mind with an ability to suggest improvements
- In-depth knowledge and experience using Deltek Ajera - accounting project management software is a plus
- Hands on experience with office machines (e.g. fax machines, scanners, printers)
- Ability to maintain confidentiality of company information
- High school diploma, GED, or equivalent
- Must be authorized to work in the U.S. without visa restrictions

Preferred Skills and Qualifications
- Bachelor's degree or equivalent
- Experience in developing internal systems
- Advanced computer skills and experience with online platforms

This position offers a competitive salary commensurate with experience. If you are a motivated professional with strong organizational skills and a passion for managing office operations, we encourage you to apply.

Pay: $25.00 - $30.00 per hour

**Benefits**:

- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance

Schedule:

- 8 hour shift
- Monday to Friday

Work Location: In person

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