Office Manager

2 weeks ago

Washington, United States RPStaffing Full time

RPStaffing is conducting an immediate confidential search for the Office Manager at the headquarters of a very successful national company based in Bethesda, MD. This opportunity is hybrid.

***Candidates must be currently living in the Washington DC area***

Job Title: Office Manager

Status: Temp to Hire

Weekly Schedule: This is a full-time position, working 9:00 a.m.6:00 p.m., Monday through Friday

Onsite Status: Hybrid, 2 days onsite per week and occasional additional onsite days for events

Office Location: Bethesda, MD

About the Job

The Office Manager should have 2 years of experience and will use their creativity and general office support in multiple areas of the company. The OM will take a great lead in event support and flyer design for the events. The OM is responsible for providing the highest level of customer service, to internal and external customers, by managing the day-to-day administrative functions for the office (onsite and virtually) and corporate team. This role is critical to the organization and is a first responder to urgent and ongoing requests involving team member, customer, candidate, vendor, and the community. The right candidate will be a critical driving force for the culture and have a wide range of responsibilities spanning office administration, event planning, facilities support, and senior management support. The Office Manager is responsible for representing the organization and its values to all those who they interact with. They will be responsible for ensuring all administrative matters are handled in a timely, professional, and compliant manner.

We are honored to have been named one of the Top Workplaces for 2019-2023

* Excellent Compensation & Exceptional Comprehensive Benefits

* PTO, Plus 10 Paid Federal Holidays

* Medical/Dental/Vision and Health Savings Account available

* Company Paid STD, LTD and Life Insurance

* Matching 401K

(Company benefits are effective only when/if converted to permanent status)

Responsibilities & Duties:

Office Administration/Facilities

  • Manage relationships with building management, handling facilities and parking requests in a timely and responsive manner, including administering parking passes
  • Manage all aspects of ordering and inventory of office supplies, kitchen supplies and food
  • Responsible for organization of kitchen area, supply room & general office cleanliness.
  • Perform general maintenance of the facility and office equipment, and coordinate repair and maintenance efforts with third party vendors
  • Create, review, and modify documents such as invoices, reports, memos, letters, and presentations using word processing, spreadsheet, and database software.
  • Distribute incoming mail, prepare outgoing mail for shipping, and handle shipping
  • Assume leadership for ensuring the overall aesthetic of interior spaces.
  • Greet visitors to the company, answer and direct phone calls, and manage workspace needs for our remote or hybrid team members.
  • Update and maintain corporate documents on corporate drive and HR portals.
  • Maintain confidentiality of internal documentation.
  • Be proactive in noticing areas of improvement and provide suggestions to the manager.
  • Provide general administrative support to HR and to additional departments and assist with special projects, as needed.
  • Administer team member recognition, acknowledgements, service awards, and special events.
  • Provide billing information and vendor invoices to the accounting department.
  • Create and send team member communications.

Event Planning

  • Arrange office activities and meetings (team meetings, lunches, holiday parties, celebrations, etc.), including ordering food, vendor and event management,
  • Coordinate and execute required services for new team members and office space, ensuring new team members are welcomed, e.g., ordering their name plate, business cards & company gear
  • Plan and execute events such as team member lunches, flu shot clinics, guest speakers, raffle drawings
  • Coordinate team member gifts and giveaways, including managing the gift card program arranging gifts and awards
  • Prepare documents and correspondence, and negotiate vendor contracts
  • Assist in the execution of on-site and remote webinar meetings, ex. Town hall meetings.
  • Coordinate, plan and manage all corporate events, monthly team member recognition, and team-based events with Culture Club.
  • Assist new team member onboarding and orientation.

Other Support

  • Manage logistics for internal and external senior management meetings
  • Provide support to senior management on culture, team member engagement and similar office-wide initiatives
  • Complete other tasks and special projects as requested
  • Collect and process expense reports via an online system and interface with accounting office for timely processing.
  • Assist travel arrangements for staff, contractors, and consultants.
  • Provide billing information and vendor invoices to the accounting department.

About You

  • You have an associate degree or equivalent work experience; Bachelors Degree preferred
  • You know how to run an office and understand the importance of bringing fantastic judgment, decision-making skills, and professional maturity to the role
  • You have 3 or more years of work experience in a professional office administration/facilities role
  • You are experienced with corporate event planning, budgeting and logistics while managing multiple events simultaneously.
  • You are able to work a flexible work schedule of 40 hours per week and have flexibility based on business need.
  • You are whiz on all social media platforms can create and publish content of events and build brand awareness for future team members
  • You are a notary or are able to become one
  • You are willing to go beyond the limits of your job description if something needs to be done, you are willing to do whatever it takes to keep the team running
  • You have ability to problem solve, manage crisis situations effectively and maintain a professional composure while working under pressure
  • You pride yourself on your ability to identify and correct errors, capture all of the relevant details, and get things done on time
  • You are able to work independently, managing relationships and processes with minimal supervision
  • You consider yourself a self-starter with a strong work ethic
  • You are outgoing and polite with exceptional verbal, interpersonal, and phone skills
  • You are very comfortable with advanced features of MS Office suite Word, Excel, PowerPoint

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