Office Manager

Company: United Group of Companies
Location: Troy
Posted on: December 21, 2019

Job Description:

We are currently recruiting for an Office Manager for our Corporate headquarters, located in Troy, NY. -The Office Manager is responsible for the successful management of the routine, day-to-day business needs and related operations for the Corporate Office. -These responsibilities entail the performance and completion of all duties necessary to run a smooth and efficient office operation. -RESPONSIBILITIES: -Reception: - -Prepares the office for open and close in accordance with Open + Closing procedures - Provides reception area / Front Desk coverage - answers main phone line, screens and routes all incoming calls, taking clear and concise messages, and coordinating phone coverage when necessary and handling deliveries - -Greets and monitors visitors - informs necessary staff of guest arrival while ensuring a professional image is presented both internally and externally at all times - -Retrieves and processes inquiries received via Corporate voice mail inbox - -Communicates with internal staff via email to ensure time message delivery of any messages - -Maintains knowledge of Company products and interests which will allow the position to be more effective when greeting and answering calls - Coordinates phone coverage when necessary - -Provides administrative support to other departments during periods of high volume work, such as annual conferences, board meetings, etc. -Administration: - -Drafts and formalizes Corporate office communications - -Ensures individuals providing office/phone coverage are properly trained and have access to reference lists, etc. to perform duties efficiently - Maintains Corporate Administration Guidelines with involvement and participation in the development of new office procedures and standards - -Maintains office and meeting room calendars and schedules space for office meetings/activities as necessary - educates staff regarding the proper way to book a conference room - -Coordinates meeting arrangements - i.e food, beverage, flip charts, supplies, audiovisual requirements, etc. - -Works with Human Resources and Information Technology to coordinate internal office moves and prepare office for new employees - -Handles additional duties and responsibilities as requested or assigned. - -Involvement with special projects as needed -Services: - - -Coordinates and books travel arrangements - i.e. hotel rooms, rental cars, flights, etc., as needed - - -Updates travel logs and files - - -Manages Corporate credit card Room - Mail Services: - -Oversees the receiving, sorting, and distribution of incoming mail and the preparation of outgoing mail - regular, overnight packages, FedEx, UPS, etc.; includes label creating and account maintenance - -Maintains the Pitney Bowes postage meter and updates postage log as needed - -Distributes incoming faxes accordingly throughout the day, ensuring all pages are received or faxes sent are successful - follow up with individuals as needed - -Oversees the receiving, sorting, and distribution of incoming mail and the preparation of outgoing mail Retention + Archiving: - -Manages off-site storage; coordinates pick-ups and deliveries; ensures that related supplies are available as needed - -Responsible for overseeing and leading company-wide archiving process for storage and file retention. -Also responsible for X: drive management relating to organizing shared folders and documents - -Responsible for off-site storage facility and maintenance relating to record retentionBusiness Affairs: - Responsible for maintaining real estate licenses, brokers licenses, updating and modifying records, i.e. adding, deleting licensed professionals with United Realty Brokerage Corporation, etc.Resources Administration: - -Assists with New Hire on-boarding - updating reference lists, floor plans, and orienting corporate new hires regarding mail procedures, fax machine, photocopiers, office supply orders, general phone voice mail set-up, communication with IT for network assistance and other related items - -Assists with Employee Relations' efforts, i.e. coordination of luncheons, birthday card recognition program, holiday cards, floral arrangements, anniversary cards, team outings/meetings, etc.Security - Key Control: - -Responsible for maintaining key control and related issues - -Responsible for Sonitrol administration including activation of new keys, deactivation of keys, reissuance, and communication regarding office schedule, early closures and holidays -Vendor Relations: - -Monitors space requirements for storage, staff and common areas and communicates solutions to manager - -Coordinates procurement and maintenance of standard office equipment such as copiers, faxes, etc.; works with vendors to ensure quality delivery of services; makes recommendations for improvements such as the purchase of equipment - - -Maintains inventory of standard supplies - places orders for additional supplies as requested - -Establishes and maintains vendor relationships - negotiates with vendors of office supplies, office furniture and office equipment in accordance with purchasing policies and budgetary restrictions. -Routinely conducts cost analysis to ensure competitive spending - -Pricing, ordering, and restocking office supplies and kitchen related supplies, including condiments, cleaning products, etc. -Maintains appropriate inventory of general supplies needed for the office - -Coordinates maintenance of facility by monitoring needs and scheduling needed repairs with building's maintenance office; responds to staff requests regarding heating, cooling, lighting, etc. -Cleanliness: - -Office housekeeping of all common areas, work areas, copier/production areas, and meeting rooms and ensure all areas are stocked appropriately - -Serves as liaison between building security and janitorial personnel, as well as contractors to schedule related events - -Coordinates and encourages recycling of supplies and refuse -Equipment: - -Proactively coordinates routine maintenance and repair of office equipment and coordinate meetings with vendors and contractors pertaining to office issues - -Learns capabilities of all office equipment in order to be the "in house expert" - to assist anyone experiencing problems with office related equipment.Technology: - -Responsible for all aspects of Information Technology services - local and long distance telephone service including periodically bidding out the service, upkeep of the long distance codes, etc. -Responsible for maintaining long distance codes and circulating reference lists - -Assists with service requests related to wireless telephone services and administration - -Provides communication to external computer vendor (GIG) regarding corporate needs, and scheduling service - -Ensures staff is properly trained and is provided with the essential tools and information necessary to perform their work optimizing our available technology - -Understands how to trouble shoot and assist/provide direction in the interim -QUALIFICATIONS: - - - - - - -Associates or Bachelor's degree preferred - - - - - - -Minimum of 2 years administrative of office management experience - - - - - - -Demonstrates integrity on a personal and professional level - - - - - - -Exceptional communication, customer service, and leadership skills - - - - - - -Ability to solve problems involving employees and with challenging or complex situations - - - - - - -Detail oriented; regards prompt follow up to open issues as a priority - - - - - - -Professional presentation to be compatible with the established guidelines of United Group - - - - - - -Ability to conduct business with enthusiasm and assertivenessCOMPENSATION: - -Full-time osition with minimum forty hours per week and additional hours as required - -Regular schedule - 7:30am to 4:30pm with one (1) hour lunch - -Salary commensurate with level of experience and job requirements - -Paid sick, personal, and vacation plus additional health benefits - -Reasonable business expenses to be paid/reimbursed within the scope of performing routine necessary business -APPLY: candidates please send an updated cover letter, salary requirements, and resume by email:hr@. -United Group is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Keywords: United Group of Companies, Troy , Office Manager, Administration, Clerical , Troy, New York