Office Manager

Aston Carter•Virginia Beach, VA

2d•$20 - $25•Onsite

About The Position

The Office Manager will play a crucial role in ensuring the smooth operation of our headquarters. This position involves managing day-to-day administrative tasks, providing high-level support to executives, and maintaining a welcoming and professional office environment.

Requirements

3+ years of experience in an administrative role.
Strong customer service experience.
Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook.
Excellent verbal and written communication skills.
Strong interpersonal and customer service skills.
Exceptional organizational skills and attention to detail.
Basic knowledge of clerical procedures, including recordkeeping and filing.
Ability to work independently and manage multiple tasks efficiently.
Ability to lift up to 25 lbs. unassisted.

Nice To Haves

Ability to collaborate effectively in a fast-paced, growing company.
Possess exemplary abilities to work well with others in a dynamic environment.

Responsibilities

Answer and direct phone calls, ensuring accurate and timely relaying of messages while maintaining confidentiality and discretion.
Provide high-level administrative support and assistance to executives.
Monitor and manage office budgets and expenses for the headquarters facility.
Greet visitors, issue visitor badges, and coordinate security protocols with the security officer.
Serve as the primary point of contact for clients, guests, and employees, ensuring a welcoming and professional office presence.
Maintain headquarters standard operating procedures and manage conference room scheduling.
Assemble and maintain onboarding swag bags for new hires, tracking and managing inventory of swag items.
Coordinate and set up conference rooms for meetings, including Microsoft Teams calls and lunch orders.
Maintain the headquarters calendars.
Manage all aspects of facility maintenance, including coordinating repairs, inspections, and renovations.
Coordinate interdepartmental communications, headquarters team meetings, and projects.
Draft and distribute company-wide emails regarding holidays and upcoming events.
Order and track office supplies and consumables, ensuring cost-effective purchasing and contract renewals.
Collect and distribute incoming mail, manage outgoing mail, and oversee postage machine operations.
Track the hybrid program scheduling and staffing schedule.
Maintain a clean and professional office environment, including managing seasonal decorations.
Update and manage employee business cards and internal phone extension lists.
Ensure all facility signage and Department of Labor compliance by keeping Virginia and North Carolina labor law posters up to date and displayed in all office locations.
Perform work-related errands as needed, such as FedEx, UPS, and grocery store runs.
Assist in planning, coordinating, and executing company functions and events, both on-site and off-site, in collaboration with senior leadership.
Provide administrative support to Finance, HR, and IT as needed.
Perform additional duties as assigned.