Office Manager

Office Manager

The Office Manager on the project reports to the Project Manager and supports the 100+ member project team. The Office Manager is expected to become a vital cog in the day-to-day operations of the project team and be the go-to person for all administrative functions at the teams Quincy location. These functions include scheduling meetings, reserving conference call numbers and webinar meetings, tracking timesheets, managing security badges, onboarding and offboarding new staff, and meeting all other administrative needs of the project team. The goal of the Office Manager is to ensure the project team is supported in such a way to maximize their efficiency and productivity. The competencies critical to this position include superb organizational skills, proactive identification of issues, friendly, customer service attitude and disposition, keen attention to detail, and the ability to identify inefficiencies and recommend solutions. Candidates must be able to communicate clearly and concisely with diverse audiences, in both oral and written contexts, and be comfortable giving and receiving feedback.

Responsibilities include but are not limited to the following:

• Coordinates staff on boarding and off-boarding process, including but not limited to recruiting, interviewing, start-up activities (finding space, providing orientation, securing ID badge, etc.), and exiting activities (collecting ID badge, submitting network account close-out, etc.)
• Understands, in detail, the staffing plan produced by various Commonwealth and vendor organizations
• Collects, reviews, and coordinates the approval of all project staff time sheets
• Manages team calendars including JAD session calendar and project team calendar (vacations, sick time, etc.)
• Manages and coordinates the use of project space and equipment, including conference rooms, conf. call #s, laptops, projectors, etc.
• Assists in the development, implementation, and documentation of team policies and processes; including the creation of operating procedures, forms, and workflows
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement processes and proactively addressing supply shortages and equipment repairs
• Prepares and designs presentation-ready project reports using graphics and desktop publishing software; integrates word processing and spreadsheet files into reports
• Prepares slides, overheads and handouts for presentations or reports
• Responds proactively to requests for information; drafting correspondence, technical assistance documents, and publications; establishing and maintaining project databases
• Makes travel arrangements and processes travel forms when needed
• Additional administrative tasks as required

Qualifications

• Bachelors degree with 3 years experience, or equivalent