Office Manager
4 weeks ago
We are seeking an accomplished Office Administrator to oversee the daily operations and administrative tasks of our office. This role requires collaboration with office partners, direct reports, and other stakeholders to deliver outstanding customer service and administrative support.
Key Responsibilities- Manage office operations, including facilities, office services, reception, secretaries, and executive assistants.
- Coordinate with building landlord and services management to address maintenance needs and services provided by security staff.
- Oversee management of office supply areas, ensure proper and consistent stock of all supplies, and manage orders efficiently.
- Manage maintenance of all pantries and kitchen equipment throughout the office.
- Lead weekly team meetings to discuss best practices, work on team building and morale, and provide training, cross training, and mentoring.
- Manage in-house food and beverage expenses, including catered meals, kitchen supplies, and equipment.
- Responsible for budget maintenance and processing of invoices for catering, equipment, and services, ensuring unbudgeted expenses are approved.
- Address key issues and provide solutions related to the office space, building procedures, emergency procedures, special events planning, construction project planning, etc.
- Day-to-day management and supervision of all administrative staff, facilities, and office services employees, including identifying developmental opportunities and providing feedback, approving overtime and reports on a daily basis, and approving vacation, personal, and scheduled sick days.
- Responsible for planning and execution of all internal office events, including collaborating with the Marketing Department as it relates to client events (conference room set up, catering, décor, etc.).
- Maintain overall knowledge of basic software systems such as Workday, EMS, Maptician.
- Audit the online conference room booking system (EMS) for accuracy and provide training to staff.
- Attend seminars and relevant trainings in order to keep current on new leadership skills.
- Participate in monthly meetings with Partners and Office Leadership to discuss improvements or changes in delivery of services and general office support.
- Bachelor's degree required.
- 7+ years of relevant supervisory and managerial experience within a law firm.
- Professional presence and good judgement.
- Client service focus and excellent leadership skills.
- Self-starter, proactive, and resourceful.
- Exceptional time management skills.
- Ability to think strategically and innovatively.
- Ability to prioritize and handle multiple tasks with minimal oversight in a fast-paced and high-pressure environment.
- Strong analytical skills.
- Professional and friendly, can-do demeanor.
- Ability to maintain absolute confidentiality.
- Exceptional customer service skills and the ability to handle complicated matters and/or complaints in a calm, courteous, and diplomatic manner.
- Experience with team building and conflict resolution.
- Ability to mentor, effectively supervise, lead, motivate, and train staff.
- Overall knowledge of basic software systems such as Workday, EMS, Maptician.
- Proficiency in MS Office, Excel, MS Word, Outlook, PowerPoint, Adobe Acrobat, and other applications.
- Excellent written, verbal, and organizational skills.
- High level of attention to detail and quality control.
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