Office Manager

AEC•Louisville, KY

19h•Hybrid

About The Position

The Office Manager plays a crucial role in ensuring the efficient functioning of an organization by overseeing various administrative tasks and managing office resources while working alongside Human Resources Manager and the President of AEC. This position is pivotal for maintaining a productive and organized workplace, enabling other staff members to perform their roles effectively. The Office Manager coordinates office activities and operations to secure efficiency and compliance with company policies, manages office supplies, schedules meetings and appointments, and provides general administrative support to employees.

Requirements

High School Diploma or equivalent
3-5 Years experience in office management or administrative field
Excellent verbal and written communication skills for effective interaction with clients, visitors, and internal teams
Proficiency in MS Office (Excel, Word, PowerPoint).
Excellent organizational and time management skills.
Strong written and verbal communication skills.
Attention to detail and problem-solving skills.
Ability to multitask and prioritize work.
Interpersonal skills to interact effectively with all levels of staff and external contacts.

Nice To Haves

An Associate's or Bachelor's Degree in Business Administration or a related field is a plus

Responsibilities

Oversee and coordinate office administrative procedures and review, evaluate, and implement new procedures.
Establish work priorities and ensure deadlines are met and procedures are followed.
Serve as the first point of contact by answering and directing incoming calls in a timely and professional manner
Create a welcoming, professional environment as the face of AEC, ensuring a positive first impression for all visitors and employees
Maintain a high level of professionalism and discretion in all interactions
Coordinate with vendors and landlords to manage office contracts, including cleaning, landscaping, and maintenance services
Oversee office appearance and ensure a clean, organized, and professional workspace at all times
Coordinate catering and meal arrangements for meetings and events in partnership with event hosts
Assist in driving initiatives that enhance workplace culture and morale
Organize materials for office events, including sign-up sheets and attendance tracking
Assist in managing and maintaining the AEC Group Calendar to ensure accurate scheduling and communication
Provide administrative and operational support to Senior Leadership as needed
Support President/CEO with calendar management and handling of confidential information with discretion
Manage office supplies inventory, anticipating needed supplies, placing, and expediting orders for supplies.
Maintain a safe, secure, and pleasant work environment.
Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
Prepare and edit correspondence, reports, memos, forms, and presentations.
Handle incoming and outgoing communications, including phone calls, emails, and mail.
Assist with coordinating and scheduling internal and external training.
Ensure data integrity and confidentiality.