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Office Manager

2 months ago

Brookhaven, United States Spencer Ogden Full time

The Office Administrator is responsible for managing the overall facility operations and other auxiliary office locations or project office space, including strategic planning for business operations and implementation of necessary daily processes for organizational effectiveness and efficiency. Responsibilities include managing office support personnel, functioning as an office safety representative, serving as human resources liaison, deriving and compiling office budgets and reports, purchasing and negotiating office equipment and facilities management.

Responsibilities:

  • Facilities management in coordination with building management, accountable for maintaining safe and secure office space, and liaison with property and company security departments to ensure safe working and parking conditions.
  • Approve building maintenance activities and respond to emergencies involving HVAC equipment, fires and natural disasters.
  • Manage office access security program (badging and keys).
  • Evaluates office production and processes, improve efficiency and cost reductions.
  • Analyze reports, budgets and accounts to identify over-spending and misallocated charges.
  • Reviews clerical work products for accuracy and timeliness.
  • Manages office equipment service contracts and contract administration.
  • Responsible for office contracts that involve service, replacement and related supplies of office equipment.
  • Manage the process to authorize the purchase of office furniture and supplies and negotiation of procurement of office furniture and supplies, and maintain inventory of supplies and equipment.
  • Administers fleet vehicle program for employee qualifications and business necessity, and monitor fleet assignments and documentation, trip ticket reconciliation. Administers maintenance and repair of vehicles.
  • Prepares activities and budget reports for management.
  • Responsible for office orientation reviews benefits forms, completes I-9's following federal government guidelines, supports hiring and termination process, communicates employee benefits, maintains confidentiality of information, coordinates and administers new employee orientation and other HR support functions, manages and coordinates required training programs for office personnel in conjunction with the corporate training department.
  • Accurately completing accounting functions involving internal MIS reports, internal BIZ projection and costing reports, invoices, billing and accounts payable checks.
  • Manages monthly financial reporting function involving analyzing variances from forecast to actual expenditures.
  • Review monthly statements for accuracy, exception reports, and accounts receivable reports.
  • Explain fluctuations; provide summary reports on overhead costs.
  • Recruitment, development, training and retention of staff.
  • Responsible for conducting performance evaluations for department staff.
  • Provide leadership, guidance, and instruction to the department.
  • Responsible for collaborating with business development managers, business line leads, project managers, and proposal production staff on proposals to secure work for the team.
  • Ensure compliance with company and site safety policies.
  • Responsible for diversity initiatives.
  • Performs other duties as assigned
  • Complies with all policies and standards

Requirements:

  • Bachelor Degree in business, accounting or related degree and 14 years of related experience or
  • Associate Degree and 16 years of related experience
  • The position requires maintaining the highest level of discretion and confidentiality.
  • Ability to work independently; demonstrating accuracy, reliability, and problem-solving skills.
  • Advanced knowledge of Microsoft Word, Excel, Access, and PowerPoint is required.
  • Excellent organizational skills, attention to detail, communication skills and ability to handle multiple tasks.
  • Demonstrated ability to communicate professionally and effectively with all levels within and outside of the organization (i.e., clients, vendors, business partners, community leaders). EEO/Minorities/Females/Disabled/Veterans