Office Manager

New Visions is looking for an Office Manager to create a positive, efficient and productive environment through the oversight of all office administration duties.  We are looking for someone to join our team that is dependable and able to thrive in a high-energy, fast-paced environment.  Our next Office Manager will be a team player who plans and executes organizational events, supports the administrative needs of our internal departments, and brings high levels of organizational effectiveness and communication. The ideal candidate will have prior experience as a supervisor and as an office manager in an office supporting multiple levels of employees.  This person will inspire the team to strive higher than they thought possible and will be a key resource for everyone in the organization. 

Essential Job Functions:

Office Services & Reception

• Lead the Administration team in all office support duties, including reception, pantry, supplies, copiers and inventory
• Ensure a welcoming and efficient entry experience for all building visitors
• Supervise two office support staff members, including hiring, training and professional development
• Manage relationships with key vendors, including caterers, travel providers, procurement, and event reps
• Negotiate, implement and maintain compliance for vendor contracts
• Manage administration systems, such as Shoretel, My Kastle and Zendesk 
• Maintain, update and ensure compliance with intra-office protocols 

Facilities Management

• Oversee the management of office space and arrange for necessary repairs and maintenance as necessary
• Build and maintain relationships with building office management, security staff, engineers  and cleaning services 
• Ensure building certificates are up to date and filed
• Manage basement storage & bicycle storage requests
• Respond to or escalate service requests via Zendesk
• Manage office seating, room usage and overall floor plans 
• Oversee equipment leases (e.g fax, copier, printer and postage machine)

Event Planning & Management

• Maintain org-wide calendar that includes organizational events, significant department and/or external events, holidays and other non-work days
• Oversee meeting room reservations, including scheduling of events and conflict resolution
• Plan and host internal org-wide events, including catering, room configuration and set-up, and coordinating attendee communications   
• Plan and host external org-wide events, including location and entertainment selection, contract negotiation, budget management, and on-site supervision of activities
• Support events hosted by internal and external partners, including liaising with department coordinators to determine and execute event logistics

Required Education and Experience

• B.A. or Associates degree
• 5+ years in office management
• 2+ years of experience managing teams

Required Skills

• Friendly, approachable and professional demeanor
• Excellent organizational skills with strict attention to detail
• Demonstrated ability to manage competing demands and priorities
• Excellent written and verbal communication skills
• Proactive problem-solver with a penchant for implementing process improvements
• Ability to maintain confidentiality
• Reliable and dependable
• Proficient with Google Workspace and comfortable with tech systems

Disclaimer:

The statements herein are intended to describe the general nature and level of work being performed by the employee in this position.  These statements are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of a person in this position.

Our offices are currently operating in a hybrid model, with staff expected to work in person several days per week.   Additional details will be shared if selected for an interview.