Part-Time Office Manager

4 weeks ago

Noblesville, United States Trucent Full time

Trucent, Inc. is a global leader in fluid recovery and regeneration solutions helping manufacturers and producers achieve operational excellence by incorporating sustainable processes. We are committed to demonstrating leading-edge sustainable solutions and approaches to industrial production and materials management. Our customer-centric solutions include Fluid Separation for Metalworking and Manufacturing, Industrial Fluid Control, Plant Process Optimization, Corn Oil Extraction, and Oil Flow Optimization.

We are currently looking for an experienced Part-Time Office Manager to help our Noblesville IN office. This position would start out at 20-30hrs per week, but could move to full-time as the business grows. The Office Manager is responsible for managing the functions necessary to maintain a professional, organized, and customer-service oriented office atmosphere. The role is key to supporting team members and the company in their endeavors to achieve business objectives.

We are ready to act immediately on those candidates who are the best fit for the role. You'll first hear from someone in Talent Acquisition and then the next step will be a personal interview.

POSITION FUNCTIONS

Essential Functions:

  • Maintain reception desk responsibilities during personal work hours. Greet visitors and vendors and direct them to the appropriate personnel. Assist with deliveries and general inquires.
  • Assist with managing phone system. Proficiently operate and troubleshoot system platform. Answer phone calls that connect to company's general number either directly or when caller cannot reach their party through the automated system. Monitor general voicemail for messages and forward them to appropriate party. Work to create and maintain extensions associated with location and those remote employees assigned to location.
  • Maintain company's pool vehicles. Maintain log of vehicles as checked out by team members.. Assist with relationship with Enterprise Fleet Management to ensure vehicles are serviced on a regular and timely basis. Ensure vehicles have WEX fuel cards and manage the WEX fuel reporting system. Maintain records for vehicles.
  • Maintain day-to-day relationship with mobile phone service provider/AT&T; communicate questions and concerns, utilize provider's reporting features, and assist accounting with monthly bill reconciliation.
  • Supervise building security system. Maintain master settings for daily, weekend and holiday alarms. Administer building access codes and key cards. Enter new team members into alarm system and issue a building key code or card upon hire and remove team members from system when they depart company. Use software system to maintain, when necessary, the building access log and alarms.
  • Supervise building janitorial services. number. Inspect facilities for quality of work. Communicate deficiencies in services provided. Arrange services outside of normally contracted services such as window cleaning, carpet cleaning and other cleaning services.
  • Assist with the facilitation of outside contractors for the facility such as HVAC, preventative maintenance, routine maintenance and routine inspections.
  • Communicate with IT provider or appropriate vendor regarding internet, server, and office printer issues. Refer team members to IT provider when experiencing technical problems.
  • Oversee office janitorial contract; act as point of contact if there are questions, problems, etc. Oversee landscaping and snow removal contracts.
  • Assist with the internal scheduling of resources such as conference rooms and maintenance of public calendars such as PTO
  • Help develop budget for office management expenses.
  • Manage office supplies; anticipate needs for office items and keep them stocked.
  • Keep office snacks and beverages stocked. Manage relationship with beverage service providers (i.e., coffee and filtered water stations). Maintain cleanliness of office kitchen.
  • Maintain communication with Noblesville office regarding office shut-downs, power outages, internet interruptions, visitors, etc.
  • Assist with the organization of meetings including reserving onsite or offsite conference facilities, arranging catering, etc.
  • Assist employee appreciation committee with planning events.
  • Collect and distribute incoming mail daily. Ensure outgoing mail is in mailbox.
  • Assist with making travel arrangements for Noblesville personnel or external visitors to the facility. This can include the management of preferred lodging rates.
  • Other duties as assigned consistent with role.

POSITION QUALIFICATION REQUIREMENTS

Education:

  • High school diploma or equivalent required.

Experience:

  • Minimum 5 years of in office administration or office management role.

Skills and Abilities (May be representative but not all-inclusive, of those commonly associated with this position):

  • High Ability to maintain confidentiality and exercise discretion.
  • Keen ability to communicate clearly and directly with fellow team members, customers, vendors, business partners, etc. Demonstrated capacity to maintain a professional demeanor is required.
  • Strong organizational skills and ability to prioritize tasks and projects.
  • MS Office, Excel, Outlook, Word proficiency. Must be able to handle pivot tables and equations in Excel.
  • Ability to maintain confidential information to which individual is privy.
  • Capacity for understanding basic technical terminology and for operating and troubleshooting technical equipment such as printers, office phone platform, vendor account management systems (e.g. Verizon, WEX Fuel).
  • Strong customer service skills.
  • Advanced capacity for accuracy and attention to detail.

Travel Requirements:

  • Occasional if team member volunteers to visit other company locations, attend meetings, etc.

Software, Machines, Tools, Equipment, and Work Aids (May be representative, but not all-inclusive, of those commonly associated with this position):

  • Must be proficient in MS Office including Outlook, Word, and Excel.

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