Office Manager

JOB SUMMARY:

The Office Manager is responsible for overseeing the daily operations of the office by organizing, optimizing, maintaining, and improving office procedures and administrative functions. This position ensures the office operates efficiently and professionally while supporting employees, clients, and leadership. The Office Manager exercises sound judgment and discretion in handling operational matters and makes appropriate decisions independently, consulting with the HR Director and Partner in Charge as needed..

ESSENTIAL DUTIES AND RESPONSIBILITIES: - Other duties may be assigned:

Greet guests in a professional, friendly, hospitable manner.

Answer telephones, transfer calls and take messages when needed.

Monitor incoming e-mails and faxes and forward to appropriate staff members.

Receive, sort, and distribute incoming mail and prepare outgoing packages utilizing USPS, UPS, and FedEx.

Bind, collate, and prepare financial statements and tax return packets for delivery.

Prepare files for offsite storage, including labeling boxes and maintaining tracking spreadsheets.

Coordinate printer repair requests, shredding services, and building maintenance requests with vendors and the landlord.

Maintain inventory of office, mailing, and employee supplies and place orders as needed, including responding to requests from remote employees.

Stock, replenish, and maintain inventory of breakroom and snack supplies.

Serve as the primary point of contact and liaison between the Company and landlord regarding building-related matters.

Coordinate and oversee major office projects, including office equipment leases, storage organization, and electronic recycling initiatives.

Maintain office conditions and coordinate necessary repairs and maintenance.

Organize and facilitate employee events, recognition programs, wellness initiatives, appreciation activities, anniversaries, and life-changing event acknowledgements.

Manage and maintain the company Facebook page and create content and posts as appropriate.

Create and distribute the monthly company newsletter.

Assist Human Resources with onboarding and offboarding activities, including key card access, file maintenance, supply preparation, and new hire paperwork.

Coordinate and prepare materials for career fairs, including school outreach, supply ordering, and event preparation.

Maintain record retention logs and related documentation.

Manage the Constant Contact database and coordinate company-wide communications and marketing blasts.

Create and maintain marketing outreach groups, including franchise consultants, banks, and other centers of influence.

Manage association relationships, including organizations such as the IFA and IFPG.

Coordinate communications to association members highlighting the Company's value proposition with the goal of establishing meetings and business opportunities.

Manage LinkedIn contacts and utilize networking and marketing features to expand professional connections and engagement.

Create and post weekly LinkedIn messaging and content.

Coordinate trade shows and conferences, including meeting scheduling, directory management, shipping logistics, and post-event follow-up.

Prepare and send agreements to new clients.

Request, prepare, and print various client reports as needed.

EDUCATION, EXPERIENCE, QUALIFICATIONS AND SKILLS:

Strong oral and written interpersonal communication

Flexibility and the ability to prioritize new tasks as they come in

Work proficiently and accurately with Microsoft Office applications, including Microsoft Excel, Word and Outlook

10 key experience a plus

Time management and the ability to multitask

Strong organizational skills: detail orientated.

Must maintain a high degree of confidentiality