Office Operations Manager

2 days ago


Philadelphia, Pennsylvania, United States University City District Full time
Job Summary

The Office Manager at University City District is a vital role that ensures the smooth and efficient operation of the office. This position involves managing calendars, coordinating scheduling, and maintaining overall office functionality.

Key Responsibilities
  • Stakeholder Support
    • Provide exceptional customer service as the first point of contact for visitors.
    • Manage inbound inquiries via email and phone, directing them to the appropriate staff person as needed.
    • Follow up on inquiries to ensure timely and accurate responses and resolution.
  • Administrative Support
    • Manage and maintain shared organizational calendars, scheduling meetings, appointments, and events as needed.
    • Coordinate the scheduling of classroom and convening spaces to accommodate training sessions, meetings, and other events.
    • Maintain and organize office files, records, and documents, ensuring proper storage and confidentiality of sensitive information.
    • Support the creation of staff meeting agendas, take minutes, and update Teams channels.
    • Provide general data management support to staff, including data entry, preparing reports, and assisting with special projects.
  • Location Support
    • Liaise with the building manager to address and resolve any facility-related issues or maintenance needs.
    • Order and maintain office supplies, ensuring that all necessary materials are stocked and available.
    • Work with building security to ensure they are informed of all guests entering the premises and their visit times.
    • Manage keypad entry codes and ensure they are updated and distributed as necessary.
Qualifications
  • Proven experience in office management or a related field.
  • Excellent organizational and multitasking skills.
  • Strong communication and interpersonal abilities.
  • Ability to handle sensitive and confidential information with discretion.
  • Experience working in a dynamic and fast-paced environment is a plus.
Technology Competencies
  • Microsoft Office Suite including Teams and Project.
  • Salesforce experience is strongly preferred.


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