Office Manager

2 days ago

Charlotte, United States Jobot Full time
Job DescriptionJob DescriptionOur client is an industry leading manufacturing company looking for a strong Office Manager at their company HQ

This Jobot Job is hosted by: Matt Tassoni
Are you a fit? Easy Apply now by clicking the "Apply Now" buttonand sending us your resume.
Salary: $65,000 - $75,000 per year

A bit about us:



Our client is an industry leading manufacturing company with a global reach

Why join us?



Medical
Dental
Vision
401k
PTO
and more

Job Details



Key Responsibilities:

1.Executive Support:
oProvide administrative support to two executives, including managing their calendars, scheduling meetings, appointments, and calls.
oPrepare and organize meeting agendas, notes, and presentations for executive meetings.
oPrioritize and manage incoming requests, communications, and tasks for executives, ensuring effective time management.
oAct as a liaison between executives and other departments or external stakeholders.

2.Travel Management:
oCoordinate travel arrangements, including flight bookings, hotel accommodations, car rentals, and transportation for executives and occasionally other team members.
oPrepare travel itineraries and ensure all necessary travel documents are in place (e.g., visas, itineraries, accommodation confirmations).
oProcess and track travel expenses, maintaining accurate records for reimbursement and reporting.

3.Invoicing and Financial Support:
oAssist with invoice management, including ensuring proper coding, approval, and timely submission to the finance department.
oCoordinate with suppliers and vendors for purchase orders, payments, and account reconciliations as needed.
oEnsure the proper filing and tracking of financial documents in accordance with company policies.

4.Office Operations & Supply Management:
oMaintain office supplies, including stationery, equipment, and other materials needed to keep the office running smoothly.
oMonitor office inventory levels and proactively reorder supplies to avoid shortages.
oOversee office equipment (e.g., printers, copiers, telephones), ensuring they are functioning properly and arranging repairs when needed.

5.Event and Meeting Coordination:
oOrganize and coordinate internal and external meetings, including logistics such as room reservations, catering, and technology setup.
oOrder and coordinate catering for lunch meetings, corporate events, and office celebrations.
oManage and order lunches for staff or executives as required, ensuring dietary restrictions are considered.

6.Office Environment and Facilities Management:
oEnsure the office environment is clean, organized, and conducive to a productive work atmosphere.
oOversee the upkeep of office facilities, coordinating with building management or outside contractors for maintenance, cleaning, and repairs.
oAddress employee or guest inquiries regarding office facilities and ensure common areas are properly maintained.

7.Document and File Management:
oMaintain and organize office files and records, both paper and electronic, ensuring compliance with confidentiality and security policies.
oAssist with drafting, formatting, and proofreading internal and external communications and documents.
oEnsure that important documents and records are stored securely and accessible when needed.
8.Communication and Coordination:
oServe as the primary point of contact for all office-related matters and handle general inquiries from visitors, staff, or vendors.
oManage incoming and outgoing mail, packages, and deliveries.
oCoordinate office-wide communication, including announcements, newsletters, or updates from senior management.
________________________________________
Required Qualifications:
  • Education: Associate’s degree or equivalent; Bachelor’s degree preferred.

oMinimum 3–5 years of experience in office management or administrative support roles.
oPrevious experience supporting senior executives or managing multiple priorities in a fast-paced environment.
oExperience in a manufacturing or corporate office setting preferred.

Skills:
oStrong organizational and multitasking skills with a high attention to detail.
oExcellent written and verbal communication skills.
oProficiency with office software such as Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and common office tools (Slack, Zoom, etc.).
oFamiliarity with travel booking platforms and expense reporting software.
oAbility to handle sensitive information with discretion and professionalism.
oStrong problem-solving and critical-thinking abilities.
oSelf-motivated with the ability to work independently as well as in a team-oriented environment.

Interested in hearing more? Easy Apply now by clicking the "Apply Now" button.

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