Job Title: Office Manager - Corporate Headquarters

Department: Office

Accountability: This position reports to the Executive Director of Human Resources

Responsibilities:

Oversee front desk operations by greeting visitors, managing visitor inquiries, screening walk-in vendors, and notifying appropriate staff of scheduled arrivals
Answer, screen, and route phone calls and emails with professionalism and discretion
Track department expenses and process expense reports for CEO as needed
Coordinate executive calendars, meetings, room schedules, Board meeting meals and invitations
Coordinate travel arrangements, itineraries, accommodations, and related appointments
Support Customer Service team with call overflow, tracking and transfers
Manage calendar and prepare and mail employee birthday and anniversary cards
Manage the stocking, ordering, and inventory of employee uniforms
Participate in planning and execution of employee appreciation and company events
Sort and distribute incoming mail; prepare outgoing mail, postage, and certified mail as needed
Maintain funds and supplies for postage meter
Maintain and stock office supplies for the front office
Stock conference rooms, training rooms, and coffee bars with coffee, condiments, and water
Prepare correspondence and maintain organized physical and digital filing systems and databases

Requirements:

High school diploma or GED required; associate’s or bachelor’s degree preferred
Minimum of 3 to 5 years of proven experience supporting upper management in an office or administrative setting
Professional, helpful manner with discretion, confidentiality, and sound judgment
Proficient with computers, email, Microsoft Office Suite, multi-line phone systems, and general office equipment use and maintenance
Strong organization, attention to detail, time management, and multitasking skills
Clear written and verbal communication skills, including the ability to understand instructions in English and communicate effectively with staff and clients
Ability to work effectively in a team environment
Proactive problem-solving skills with the ability to address daily issues quickly and calmly

Work Environment – Office:

Office Equipment
May occasionally be required to access manufacturing or production areas; applicable safety protocols and PPE apply

Prepared by: Human Resources

Approved by: Executive Director of Human Resources

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