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Administrative Operations Coordinator

2 months ago

Lanham, Maryland, United States SOLTESZ Full time
Job Overview

The role of the **Office Manager** at SOLTESZ encompasses a variety of essential functions aimed at ensuring the smooth operation of the administrative team.

Key Responsibilities

As an Office Manager, your duties will include but are not limited to:

  • Leading, training, and overseeing the administrative support personnel.
  • Conducting interviews and onboarding new administrative staff as required.
  • Assisting the Human Resources Director with scheduling interviews for prospective candidates.
  • Reviewing and approving timesheets for staff when necessary.
  • Managing procurement of office supplies, equipment, and furniture; ensuring break room supplies are adequately stocked.
  • Coordinating in-house luncheons and meetings.
  • Arranging for coverage during staff absences and providing direct assistance when needed.
  • Supervising the distribution of incoming and outgoing mail.
  • Establishing and maintaining organized filing systems.
  • Drafting office communications including memos, letters, contracts, and meeting minutes.
  • Completing work orders for new initiatives.
  • Distributing employee paychecks on a bi-weekly basis.
  • Maintaining the office checkbook, including tracking expenditures and managing petty cash disbursements.
  • Updating the General Manager's calendar in Outlook.
  • Scheduling meetings for the office staff as required.
  • Supporting marketing initiatives related to the office operations.
  • Monitoring receivables and assisting the accounting department with outstanding invoices by contacting clients and updating records.
  • Assisting accounts payable with invoice distribution.
  • Collecting pre-bills from Project Managers.
  • Executing special projects and tasks as assigned by the General Manager.
Qualifications

The ideal candidate will possess:

  • A minimum of 5 years of experience in administrative support within a professional office setting.
  • A High School Diploma or equivalent; an Associate's Degree is preferred.
  • Proficient skills in Microsoft Office applications.
  • Exceptional written and verbal communication abilities.