Office Manager

Partnership for Children•Bloomfield, NJ

20d

About The Position

Partnership for Children of Essex is currently seeking a full-time Office Manager. We are looking for an exceptional individual that will organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency and safety. The Office Manager is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, and task delegation. The ideal candidate is a professional who doesn’t mind wearing multiple hats, is experienced in handling a wide range of administrative and executive support related tasks, and able to work independently with little or no supervision. This individual is also well-organized, flexible and enjoys the administrative challenges of supporting an office of diverse people.

Requirements

Proven office management, administrative or assistant experience (at least five years experience)
Knowledge of office management responsibilities, systems and procedures
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills
Proficient in MS Office
Computer skills and knowledge of office software packages
Honest, professional and respectful attitude to everyone at ALL times.
A motivated self-starter with a positive outlook and attitude.
Maintain a clean and well-kept appearance and work area.
Have and maintain valid driver’s license with a clean and safe driving record.

Responsibilities

Point person for maintenance, mailing, shipping, supplies, equipment, and errands
Organize and schedule meetings and appointments
Organize office operations and procedures
Manage relationships with vendors and service providers ensuring that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors and service providers
Provide general support to visitors
Responsible for creating PowerPoint slides and making presentations when necessary
Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved and that clerical functions are properly completed
Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval and staff transfers
Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts and office systems
Perform review and analysis of special projects and keep the management properly informed
Determine current trends and provide a review to management to act on
Remain updated on technical and professional knowledge
Participate actively in the planning and execution of company events
Collaborate with HR in organizing orientation and training of new staff members
Oversee agency vehicles including registration, maintenance, and cleanliness
Ensure filing systems are maintained and current
Establish and monitor procedures for record keeping
Ensure security, integrity and confidentiality of data
Oversee adherence to office policies and procedures
Coordinate schedules, appointments and bookings
Monitor and maintain office supplies inventory
Maintain a safe and secure working environment