Office Manager, Assistant to COO

St Benedict's Episcopal Day School•Smyrna, GA

21h

About The Position

This 12-month, non-exempt staff position supports the school's organized, professional, safe, and efficient day-to-day operations. The Office Manager oversees the main-campus front office and reception area, including receptionist coverage, equipment maintenance, purchasing and receiving, school-space usage, visitor processes, and student check-in and checkout. The position also supports senior leadership with school functions, meetings, conferences, teleconferences, travel, and calendar coordination, and helps keep shared school and church facilities and conference spaces organized and ready for use. As Assistant to the COO, the role provides support across Human Resources, Facilities, and IT. Responsibilities include coordinating employee screening, onboarding, training, records, and professional development; tracking facility projects and furniture; and maintaining technology inventories and repair requests. The position also monitors and triages communications, supports emergency-process documentation, assists with carpool and RenWeb access, and takes on urgent issues or special projects as delegated by the COO. The work schedule is 7:30 a.m.–4:00 p.m. Monday through Thursday and 7:30 a.m.–3:00 p.m. Friday. The position receives most school holidays in addition to national holidays.

Requirements

At least 3 years of prior experience as an Office Manager.
Strong organization, time-management, and detail-oriented skills, with a commitment to excellence.
Strong administrative and relationship-management skills.
Ability to balance multiple priorities in a complex environment.
Strong written and verbal communication skills and understanding of workplace dynamics and business.
Strong customer-service skills and tactful approaches.
Proficiency with Office Suite programs, including Outlook, Word, and Excel.
Willingness to learn new systems and processes and to solve problems.
Discretion and trustworthiness, including maintaining confidentiality and protecting operations.

Nice To Haves

School experience is strongly preferred.
Familiarity with Adobe and Google programs.

Responsibilities

Manage the main-campus receptionist and oversee the front office, including providing receptionist coverage when needed.
Maintain front-office equipment and coordinate purchasing, receiving, school-space usage, visitor processes, and student check-in and checkout.
Work with senior leadership on school functions and coordinate meetings, conferences, teleconferences, and travel.
Maintain the shared church and school facility calendar and ensure conference rooms are properly booked, clean, and presentable.
Coordinate permit needs for signage on Atlanta Road.
Monitor and triage incoming communications and phone calls, and maintain the main-campus voicemail phone tree.
Research, organize, and distribute school emergency-process instructions in coordination with the COO and leadership.
Partner with the controller on school procurement and maintain stock of everyday supplies.
Keep public school spaces organized, including the front office, teacher workroom, and kitchen.
Assist with carpool as needed and oversee that carpool closes at the proper times.
Assist students and faculty/staff with RenWeb access.
Schedule meetings for the COO, avoiding calendar conflicts; respond to emails and phone calls on the COO's behalf.
Handle urgent issues as delegated by the COO and provide organized work on assigned special projects.
Support tasks across Human Resources, Facilities, and Technology as needed.
Submit new-hire background checks and drug screenings, and update employee background checks according to renewal requirements.
Set up and track required online training for new hires and ensure employees complete mandatory renewal training.
Assist with new-hire onboarding paperwork and maintain I-9 compliance, including timely destruction of I-9 records.
Monitor Zoom accounts and storage, update master employee lists, and book and track professional development pending leadership approval.
Assist with employee recognition and track years of service.
Coordinate with the Facility Manager and COO to track furniture and facility projects; provide facility support for the COO as needed.
Manage walkie-talkie inventory and submit equipment for repair; submit Chromebook repairs to vendor warranty service.
Work with the COO to maintain IT inventory.