Assistant Office Manager

Real Soft•Boston, MA

3d•Onsite

About The Position

The Assistant Office Manager is the face of American Tower. Key responsibilities include greeting all guests and notifying employees of their arrival, professionally managing the main corporate telephone line effectively, and handling the appearance and tidiness of all common areas of the administrator’s floor. Internal customer service is a key part of this role. Professionally manage all incoming calls by answering them promptly and ensuring that the caller is directed appropriately. Greet guests in a professional, courteous manner. Open visitor and common areas upon arrival to the office (e.g., turn on lights, deliver newspapers, organize kitchens and conference rooms). Manage visitor and office maintenance requests through the building's online system and follow through with those requests. Track and order general office supplies and supplies for office equipment. Place service calls on office equipment and monitor repair status. Serve as point of contact for office vendors; track, obtain necessary approvals, and process for payment all office management related invoices Sort and distribute office mail, faxes, and handle packages. Maintain a clean appearance in the main common areas (e.g., lobby, kitchens, supply rooms, and conference rooms). Assist office manager and Executive Assistants with event planning and board meetings. Handle certain administrative and overflow support assignments for assigned SVP or manager, including expense report handling or as otherwise needed and approved by manager. Other duties as assigned.

Requirements

Minimum 2 years experience in a professional office environment required.
Experience with Microsoft Office Suite required.
Strong written and oral communication skills, including the ability to present ideas and suggestions clearly and effectively.
Punctual
Excellent telephone etiquette skills
Solid focus on customer service
Strong computer skills, including Microsoft Office Suite
Detail oriented, able to multitask and meet deadlines
Strong follow-up skills: the ability to organize applicable department timelines and follow up with internal and external customer needs
Strong organizational skills: ability to accomplish multiple tasks within the agreed-upon timeframes through effective prioritization of duties and functions in a fast-paced environment
Strong track record of building and maintaining solid relationships with internal and external customers and vendors
Self-motivated, able to work independently to complete tasks and respond to department requests and to collaborate with others

Nice To Haves

Experience with Oracle preferred.

Responsibilities

Professionally manage all incoming calls by answering them promptly and ensuring that the caller is directed appropriately.
Greet guests in a professional, courteous manner.
Open visitor and common areas upon arrival to the office (e.g., turn on lights, deliver newspapers, organize kitchens and conference rooms).
Manage visitor and office maintenance requests through the building's online system and follow through with those requests.
Track and order general office supplies and supplies for office equipment.
Place service calls on office equipment and monitor repair status.
Serve as point of contact for office vendors; track, obtain necessary approvals, and process for payment all office management related invoices
Sort and distribute office mail, faxes, and handle packages.
Maintain a clean appearance in the main common areas (e.g., lobby, kitchens, supply rooms, and conference rooms).
Assist office manager and Executive Assistants with event planning and board meetings.
Handle certain administrative and overflow support assignments for assigned SVP or manager, including expense report handling or as otherwise needed and approved by manager.
Other duties as assigned.