Description
The Office Manager oversees the daily operations and administrative functions of our corporate headquarters, which includes a substantial office area and a large warehouse. This role ensures a well-maintained, efficient, and welcoming environment for staff, clients, and vendors. The ideal candidate possesses excellent organizational skills, the ability to multitask, a collaborative mindset, and a proactive approach to problem-solving to maintain an efficient and productive work environment. This full-time on-site position reports to the Managing Director of Archival Operations and will provide occasional support for our satellite facilities.
Responsibilities
Office Management
- Oversee the front office, ensuring a clean, organized, and professional space at our various Metro Atlanta facilities.
- Coordinate the daily opening schedule of the corporate headquarters ensuring facility is operational on time and in accordance with daily priorities.
- Maintain office, breakroom, and facilities supply inventory, placing orders as needed while working with accounting to reconcile expenditures with established budgets.
- Ensure office equipment, grounds and building support systems are on a maintenance schedule and remain in operational condition.
- Schedule and coordinate routine servicing with vendors including, but not limited to, cleaning, security, IT support, heavy machinery maintenance, and landscaping.
- Escort vendors during site visits and oversee their activities to ensure adherence to company policies.
- Live within 30 minutes of the headquarters’ office allowing for response to building emergencies as a member of the disaster response team.
Satellite Facilities Support
- Provide cyclical support for our metro Atlanta based satellite locations ensuring they are adequately stocked with office and warehouse supplies and the building and grounds are being properly maintained.
- Report any issues with the satellite locations to the Managing Director of Archival Operations.
- Act as a backup vendor escort and receptionist in the event of staffing shortage at satellite locations or client visit requiring additional staffing.
Administrative Support
- Maintain records related to office operations and vendor agreements.
- Place reoccurring bills on a schedule and forward payment of same to Accounting and the Managing Director of Archival Operations.
- Assist leadership with the development and management of budgets for office operations, ensuring cost efficiency and alignment with corporate goals.
- Process invoices and manage expense reports related to office operations.
- Assist leadership team with scheduling meetings, managing calendars, and coordinating company events.
- Coordinate meals and refreshments for client meetings or events, maintaining high service standards.
- Sign-in guests and handle incoming phone, email, and physical communications, ensuring prompt and professional response.
Human Resources Coordination
- Asist with scheduling ad coordinating onsite interviews, onboarding sessions, and training as needed.
- Assist in managing office policies and procedures, ensuring compliance with company standards.
Technology and IT Coordination
- Coordinate with hiring managers to ensure office suites and technology are prepared for the arrival of new employees.
- Liaise with the IT department to ensure the smooth operation of office technology and resolve technical issues efficiently.
- Oversee the setup and maintenance of office equipment such as computers, printers, and telecommunication systems.
Requirements
- BA in Office Administration, Business Management or a related field preferred. Equivalent work experience will be considered.
- 5+ years of experience in office management, executive assistantship or a similar role.
- Experience managing large office spaces, warehouse operations or cultural/heritage facilities is highly desirable.
- Previous experience supporting multiple locations or satellite facilities is a plus.
Competencies
- Keen eye for detail and an ability to pursue tasks through completion
- Excellent organizational and multitasking abilities
- Ability to communicate clearly and diplomatically, both in writing and verbally, to ensure smooth interaction and accurate relay of information.
- Proficiency in managing tight deadlines and anticipating executive needs to ensure seamless operations.
- Proficient in office software (e.g., Microsoft Office Suite, Google Workspace).
- Proven capability to handle sensitive information with the utmost privacy and professionalism.
- Capacity to address issues proactively and provide effective solutions to challenges.
- Financial acumen to master office budget and reporting.
- Knowledge of health and safety regulations
- Ability to lift and move office supplies and equipment as needed
- Flexibility to work occasional evenings and weekends for special events or urgent issues.
- Valid driver’s license and reliable transportation to coordinate and commute between headquarters and satellite facilities as needed.
