Office Manager (Part-Time, 9AM-2PM)

Envista Dentistry•Mahwah, NJ

8d•$34 - $41

About The Position

The Office Manager is responsible for ensuring the seamless operation of day-to-day office activities, fostering an efficient, organized, and welcoming workplace environment. This role involves managing vendor relationships, coordinating facilities-related tasks, and supporting operational efforts to enhance the overall office experience. Additionally, the Office Manager will provide logistical support for events for both internal teams and external visitors, ensuring a professional and hospitable experience. By collaborating with Site Leadership and contributing to office-wide initiatives, this role is integral to maintaining a high-functioning and productive workplace. Reception & Visitor Experience: Serve as the primary point of contact for visitors, ensuring a professional and efficient experience. Maintain the reception area and ensure a welcoming environment for employees and guests. Ensure all visitors have the necessary resources for their visit, including building entry, visitor badges (if applicable), Wi-Fi access, and meeting room arrangements. Provide wayfinding assistance and address general site-related inquiries. Office Administration & Communication: Prepare spreadsheets, documentation, presentations, and reports relevant to site needs using MS Word, Excel, and PowerPoint. Manage office supply inventory and procurement to ensure operational efficiency. Oversee the distribution of company mail to relevant departments. Procurement and Invoice Management: Monitor and manage site expenditures, including procurement for: Office supplies. Supplies and catering for employee engagement and company-supported events. Ensure timely invoicing and payments for: Property management (landlord). Landscaping, plumbing, HVAC, and general contractors. Office supplies, catering, and cleaning services. Operational Support: Maintain organized records for office operations, events, and vendor agreements. Collaborate with external vendors and stakeholders to ensure smooth operational processes. Event & Meeting Coordination: Provide logistical support for training sessions, corporate events, and site-wide or cross-functional events, including: Booking and setting up training/conference rooms. Preparing meeting materials in advance. Coordinating catering arrangements and meals. Managing communication and supplies for internal events. Physical Demands: Ability to frequently walk up and down stairs throughout the workday as an essential function of the job. Ability to lift and carry up to 25 pounds on a regular basis as an essential function of the job. Ability to sit, stand, walk, bend, and reach as needed to perform essential office tasks.

Requirements

Associate’s Degree (AA/AS) in Business Administration, Office Management, or a related field.
5+years of experience in office management, executive support, or event coordination, or an equivalent combination of education and experience.
Experience with facility management and vendor relations, required.
Intermediate to Advanced Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent verbal and written communication skills.
Ability to build and maintain strong relationships with vendors and internal stakeholders.
Superior customer service and interpersonal skills.
Proficiency in using common office equipment, including printers, copiers, scanners, and telecommunication systems.
Strong knowledge of administrative and operational requirements necessary to efficiently run an office.
Detail-oriented, proactive, and able to work independently in a growing and innovative environment.
Ability to problem-solve in straightforward situations as well as analyze possible solutions, using knowledge/ experience/ judgment/ precedents, in more complex situations, and able to escalate appropriately.
Ability to handle highly confidential and sensitive information.
Ability to exercise good judgment and problem-solve within generally defined procedures and policies.
Ability to manage multiple priorities and projects effectively and meet deadlines.

Nice To Haves

Bachelor’s Degree (BA/BS) in Business Administration, Management, Communications, or a related field preferred but not always required.

Responsibilities

Serve as the primary point of contact for visitors, ensuring a professional and efficient experience.
Maintain the reception area and ensure a welcoming environment for employees and guests.
Ensure all visitors have the necessary resources for their visit, including building entry, visitor badges (if applicable), Wi-Fi access, and meeting room arrangements.
Provide wayfinding assistance and address general site-related inquiries.
Prepare spreadsheets, documentation, presentations, and reports relevant to site needs using MS Word, Excel, and PowerPoint.
Manage office supply inventory and procurement to ensure operational efficiency.
Oversee the distribution of company mail to relevant departments.
Monitor and manage site expenditures, including procurement for: Office supplies. Supplies and catering for employee engagement and company-supported events.
Ensure timely invoicing and payments for: Property management (landlord). Landscaping, plumbing, HVAC, and general contractors. Office supplies, catering, and cleaning services.
Maintain organized records for office operations, events, and vendor agreements.
Collaborate with external vendors and stakeholders to ensure smooth operational processes.
Provide logistical support for training sessions, corporate events, and site-wide or cross-functional events, including: Booking and setting up training/conference rooms. Preparing meeting materials in advance. Coordinating catering arrangements and meals. Managing communication and supplies for internal events.