Office Manager

3 weeks ago

Portland, United States Ubunutu Care, LLC. Full time

**About us**

Ubuntu Care is a compassionate small business based in Portland, ME, dedicated to offering round-the-clock residential services to adults with Intellectual and Developmental Disabilities (IDD) across Maine. We prioritize creating a safe, supportive, and inclusive environment where individuals with IDD can thrive and lead fulfilling lives. Our team of experienced and caring professionals is committed to providing personalized care and assistance to meet the unique needs of each individual we serve. At Ubuntu Care, we believe in promoting independence, dignity, and happiness for all our clients, fostering a sense of community and belonging in everything we do.

Overview: As an Office Manager, you will play a pivotal role in ensuring the smooth and efficient operation of our office environment. This position requires a detail-oriented individual with exceptional multitasking abilities. You will be responsible for overseeing administrative tasks, managing office supplies, coordinating schedules, and providing support to various departments within the organization.

Ubuntu Care is looking for someone to be in the office from 9AM-2PM.

Key Responsibilities:
1. Administrative Support:

- Maintain organized filing systems, both physical and digital, to ensure easy retrieval of documents.
- Prepare reports, presentations, and other documents as required by management.
- Assist with the creation and maintenance of office policies and procedures.

2. Office Operations Management:

- Ensure the office is well-stocked with necessary supplies and equipment.
- Coordinate maintenance and repairs for Ubuntu Care facilities and equipment.
- Oversee office security measures and emergency procedures.
- Develop and implement efficient office workflows to enhance productivity.

3. Calendar and Schedule Management:

- Manage executive calendars, including scheduling meetings, appointments, and travel arrangements.
- Coordinate conference room bookings and other resources as needed.
- Anticipate scheduling conflicts and proactively resolve them to ensure smooth operations.

4. Team Coordination:

- Serve as a point of contact between different departments and teams within the organization.
- Facilitate communication and collaboration by disseminating information and announcements.
- Assist with the onboarding of new employees, including organizing orientation sessions and setting up workstations.

5. Financial Administration:

- Assist with budget preparation and expense tracking.
- Process invoices, purchase orders, and expense reports in a timely manner.
- Work closely with the finance department to ensure accurate financial records.

Qualifications:

- Proven experience as an office manager or similar administrative role.
- Exceptional attention to detail and accuracy in completing tasks.
- Strong organizational and multitasking skills, with the ability to prioritize competing demands.
- Excellent communication and interpersonal abilities.
- Proficiency in Microsoft Office suite and other office management software.
- Familiarity with basic accounting principles and financial management.
- Ability to maintain confidentiality and handle sensitive information with discretion.

Preferred Qualifications:

- Previous experience in a fast-paced office environment.
- Certification in office management or related field is a plus.

**Job Type**: Part-time

Pay: $22.00 - $25.00 per hour

Expected hours: 25 per week

Schedule:

- Monday to Friday
- No nights
- No weekends

Ability to Relocate:

- Portland, ME 04103: Relocate before starting work (required)

Work Location: In person

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