Office Manager

PRIMARY PURPOSE OF JOB

The Office Manager is responsible for overseeing the general administrative functions and activities of the office as well as assisting Project Managers.

ESSENTIAL FUNCTIONS AND PERFORMANCE AREAS

Office Manager

• Open and close front office.
• Lock front office in the evening and unlock front office in the morning if first to arrive.
• Keeps office, showroom design room, and breakroom tidy.
• Answers, screens, and directs phone calls to appropriate staff; takes messages and schedules appointments.
• Maintains inventory of office supplies, break room items, and cleaning supplies and places orders as needed.
• Welcomes new visitors and guests, determines the purpose of each person’s visit, and directs or escorts them to the appropriate location.
• Complete customer inquiry sheet when visitors request consultations.
• Provide excellent customer service to clients, prospective clients, vendors, and visitors as well as internal staff.
• Process outgoing mail and open, distribute, and process daily incoming mail.
• Assist with marketing strategies through various forms of media, including social media, print, and email.
• Oversee the company birthday and anniversary list.
• Assist the owners with design of annual Holiday card and gift distribution.
• Attend trade shows and staff the company booth. Also assists with set up preparation and tear down as needed.
• Assist owners with preparation for and execution of administrative tasks related to monthly and quarterly meetings.
• Responsible for cleaning of office, breakroom and showroom achieved by sweeping, mopping, dusting, wiping of surfaces, and vacuuming.
• Perform additional clerical and other duties as requested by the owners.
• Create job folders for binders as needed.
• Create job binders for installers and finishing departments as needed.
• Assist designers with Thank-you note process.
• Set up hardware meetings with clients and designers and execute pull schedule.
• Determine if the client is over or under budget and consult with the designer.
• Order hardware and create change orders when needed.

KNOWLEDGE, SKILLS and ABILITIES

• Exceptional written and verbal communication skills in a professional tone.
• Ability to be decisive; evaluating tasks, duties, projects or people using good judgment and decision-making skills especially related to professionalism and confidentiality.
• Ability to organize, prioritize, and manage daily activities to ensure timely and accurate results.
• Skill in operating office equipment and strong skill in utilizing word processing, spreadsheet and database software.
• Ability to multi-task in a fast-paced, team environment with frequent interruptions.
• Ability to pay close attention to detail and to ensure accuracy of reports and data.

CORE VALUES

• Excellence- Produces highest quality of work; Has high standards for quality of work; Continually improves personally and professionally.
• Team Player-Positive attitude; Flexible; Dependable.
• Do the Right Thing-Honesty; Integrity; Trustworthy.
• Treat Everyone with Respect-Actively listens; Considerate; Values others’ opinions and feelings.
• Works Efficiently-Prioritizes tasks; Manages time wisely; Avoids unnecessary steps.

EDUCATION, TRAINING AND EXPERIENCE REQUIREMENTS

• High School Diploma or equivalent is required.
• Experience in administrative support roles required.

PHYSICAL CONTEXT AND WORK ENVIRONMENT

Physical Requirements:

• Vision: Must have sufficient vision to read proposals, reports, and use a computer.
• Hearing: Must have adequate hearing to communicate effectively with customers, vendors, and employees.
• Sitting: Must be able to sit for extended periods.
• Standing/Walking: Must be able to move around the department.
• Climbing/Stooping/Kneeling: Must be able to stoop or kneel to pick up items from the floor.
• Lifting/Pulling/Pushing: Must be able to lift 20 pounds with or without reasonable accommodation.
• Grasping/Feeling: Must be able to type and use equipment and electronic devices.
• Driving: Must be able to travel for work-related assignments.

Working Conditions

Normal working conditions in an office environment absent extreme factors. Some local travel may be required.

Job Type: Full-time

Pay: $18.00 - $20.00 per hour

Work Location: In person