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Office Operations Manager

2 months ago

Minneapolis, Minnesota, United States Summit Academy O I C Full time
Job Summary

We are seeking a highly skilled and experienced Office Operations Manager to join our team at Summit Academy OIC. The successful candidate will be responsible for overseeing the day-to-day operations of our office, ensuring seamless communication, and providing exceptional support to our staff and students.

Key Responsibilities
  • Operational Leadership
    • Drive Office Efficiency: Lead the daily management of office operations, including streamlining communication channels, managing correspondence, and ensuring all administrative tasks are completed promptly and accurately.
    • Visitor and Student Engagement: Create a welcoming environment by overseeing front desk operations, ensuring visitors and students are greeted warmly, and managing the flow of people in and out of the building.
    • Resource and Inventory Management: Direct the procurement, distribution, and tracking of office supplies, ensuring optimal stock levels and timely replenishment for both NSIC and the main campus.
  • Facility and Security Management
    • Building Access Control: Oversee the distribution and management of office keys and FOB cards, ensuring secure access to facilities and maintaining a record of all issued credentials.
    • Facility Maintenance Oversight: Coordinate with building management and vendors to ensure the office environment is clean, organized, and conducive to productivity. Arrange for necessary repairs, maintenance, and improvements as required.
    • Event Coordination: Lead the planning and execution of internal events, working closely with Program Managers to organize catering, supplies, and other logistical needs.
    • Office Oversight: Coordinate staff offices and movement between offices during onboarding, offboarding, and campus-to-campus department changes.
  • Financial Stewardship
    • Budget and Expense Management: Take charge of the office budget, monitoring expenditures, managing vendor contracts, and ensuring cost-effective use of resources. Process purchase orders and invoices with accuracy and efficiency.
    • Fiduciary Oversight: Maintain fiduciary responsibility over financial instruments, such as the postage meter and related funds, ensuring their secure and proper usage. Assist with company credit card purchase tracking.
  • Technology Management
    • Optimize Office Technology: Manage and support the use of office technology, including conferencing tools like Zoom and Barco screen sharing, ensuring all systems are fully functional and meet the needs of the organization.
    • Copier Management: Monitor copiers and assist with technical support when necessary. Proactively order copier materials to allow for efficient and effective use.
    • Vendor Relationships: Build and maintain strong relationships with vendors, ensuring the organization receives high-quality services and products at competitive rates.
  • Administrative Excellence
    • Proactive Problem Solving: Anticipate and resolve complex administrative issues with minimal supervision, using excellent judgment and strategic thinking.
    • Team Collaboration and Support: Foster a collaborative environment by working closely with all departments to support organizational goals, taking on additional responsibilities, and assisting team members as needed.
    • Confidentiality and Compliance: Adhere to organizational policies, maintaining the confidentiality of sensitive information, and ensuring compliance with all relevant regulations.
  • Additional Duties
    • Assist with special projects and initiatives as assigned by Director of Accounting and Business Services and/or by management.
    • Adhere to organizational policies and procedures and maintain confidentiality of sensitive information.
    Requirements
    • Associate's degree or equivalent experience.
    • A minimum of five years of experience mandatory in an office environment.
    • Strong technical and computer skills with an emphasis on Microsoft Office, including Outlook, Word, PowerPoint, and Excel.
    Preferred Qualifications
    • 5-7 years of experience working in an office environment.
    • Strong technical and computer skills with an emphasis on Microsoft Office, including Outlook, Word, PowerPoint, and Excel.