Office Manager

Summary/Objective


As the Office Manager, you will play a crucial role in ensuring the smooth and efficient operation of our office environment. Your responsibilities will revolve around managing office supplies, equipment, vendors, and providing essential customer support to our employees. You will be the go-to person for various facility-related issues at all of our office locations. Additionally, you will have the opportunity to handle special projects as they arise and will provide project management, leadership, coordination and administration support as needed.

Essential Functions

Office Supplies Management:

• Oversee and manage supply ordering for the organization.
• Regularly assess office supply inventory and place orders as necessary to ensure adequate stock levels.
• Work with vendors to negotiate pricing and maintain cost-effective supply solutions.
• Organize and maintain well-organized supply rooms, ensuring items are easily accessible.
• Code and process invoices for payment; coordinate with Finance Team to ensure timely and accurate payment of invoices.

Equipment Management:

• Oversee and maintain office and company equipment, such as postage machines, printers, water coolers.
• Coordinate with appropriate service providers for equipment maintenance and repair when needed.
• Work closely with IT, maintenance and HR on onboarding new employees to ensure they have everything they need for their workspace.
• Work closely with COO to coordinate any internal office moves with IT and maintenance.
• Process payment for all usage, service, and supplies invoices as applicable
• Keep track of equipment warranties and contracts to ensure timely renewal.

Fleet Management:

• Oversee our Fleet Management program by working closely with department leaders and their drivers to ensure their safety and that our vehicles are well maintained.
• Coordinate with maintenance, insurance, finance on all aspects of the program to keep our vehicle list current including new purchases, registration reminders, and other important maintenance.
• Oversee our geotracking platform and work closely with department leaders to adjust as necessary.
• Work with Special Projects Coordinator to coordinate maintenance at approved local vendor.
• Manage roadside assistance account for agency vehicles.
• Implement and then oversee a new gas card solution to improve access for our drivers. Work closely with Finance to identify best option.

Facility Oversight:

• Responsible for oversight and management of our office locations including 255 Independence, Orleans and Cataumet's shared office spaces including kitchens, reception areas, conference rooms, restrooms, and supply closets.
• Conduct regular assessment ensuring spaces are well-stocked with inventory, organized and welcoming for staff and visitors.
• Act as the primary contact for cleaning vendors, ensuring a clean and sanitary office environment.
• Collaborate with internal maintenance team and contractors to address facility-related issues promptly and effectively. Take the lead in communicating and scheduling necessary team members to quickly address issues.
• Collaborate with senior management on larger facility-related projects as needed.

Safety Committee:

• Lead the Safety Committee by hosting quarterly meetings to proactively address any safety issues
• Host fire drills twice annually
• Collaborate with all office locations to ensure current safety and security protocols are in place
• Collaborate with Human Resources and Operations teams to develop and implement office safety protocols, ensuring compliance with relevant health and safety regulations.

Mailroom Management:

• Supervise mailroom and delivery operations, including the sorting and distribution of incoming mail and packages.
• Implement efficient mailroom procedures to improve productivity and accuracy.

IT Support:

• Support the IT Network Administrator with IT infrastructure upgrades, hardware rollouts, security systems, and technology improvements by coordinating logistics, communication, and follow-up as needed.
• Provide project coordination support for IT-related hardware and software needs, including printers, network components, cabling installations, and related projects, in partnership with the IT Network Administrator.
• Assist with maintaining hardware and software inventories, tracking software licensing, coordinating secure disposal of electronic assets, and supporting related administrative follow-up under the direction of the IT Network Administrator.
• Assist with onboarding activities, workstation set-ups, office moves, and implementation of IT policies or best practices by coordinating with the IT Network Administrator and supporting follow-through.

Customer Support:

• Act as the primary point of contact for employees' inquiries related to shared office spaces, office equipment, mail, and facility requests, providing exceptional customer service and timely responses.
• Assist employees with various administrative tasks, such as printing, scanning, and office equipment usage.

Additional Duties

• Other duties as required.

Required Qualifications, Education, and Experience

• Strong communication and interpersonal skills, with the ability to work effectively with diverse teams and external vendors.
• Detail-oriented, with a commitment to maintaining high-quality standards in cleanliness and office organization.
• Problem-solving skills with a proactive and solution-oriented mindset.
• Ability to prioritize tasks effectively and manage time efficiently
• Proficient in using office software (e.g., MS Office suite) and comfortable with basic office equipment.

Preferred Qualifications, Education, and Experience

• Experience as an Office Manager or similar administrative role, preferably with facility and office space management responsibilities.

Physical and Mental Job Requirements

• Exposure to:
  • Fumes/airborne particles
  • Allergens
• Use of and/or subject to:
  • Computers/monitors
  • Confined spaces
• Physical requirements:
  • Occasional lifting/carrying up to 50 lbs
  • Constant sitting
  • Constant fine motor control
  • Constant handwriting and typing
  • Constant visual perception
  • Frequent hearing
  • Frequent speaking
• Mental requirements:
  • Understand and apply routine verbal and/or written instructions
  • Understand and apply non-routine verbal and/or written instructions
  • Understand complex problems and collaborate to explore alternative solutions
  • Organize actions to complete sequential and/or routine tasks
  • Organize and prioritize individual work schedule to manage multiple tasks and/or projects
  • Organize and prioritize the work schedules of others to manage multiple tasks and/or projects
  • Make decisions that have an impact on the individual's work
  • Make decisions that have an impact on the immediate work unit's operations and/or services
  • Make decisions that have significant impact on a department's credibility, operations, and/or services
  • Make decisions that have an impact on the health and wellbeing of clients
  • Communicate and exchange routine/basic information
  • Communicate and explain a variety of information
  • Communicate in-depth information for the purpose of interpreting, and/or negotiating
  • Memorization/concentration
  • Learning/knowledge retention
  • Preparing/analyzing numerical figures
  • Analyzing/examining/testing data
  • Emotional/behavioral self-regulation
  • Interacting with others

Work Environment

• The functions of this role are conducted in an office environment.

Hours of Work

• This position is paid on an hourly basis.
• The hours of work for this position are: Monday through Friday from 9am to 5pm.

AAP/EEO Statement
The Housing Assistance Corporation ("HAC") is committed to a firm policy in favor of equal employment opportunity and will abide by all applicable state and federal regulations by not discriminating against any applicant or employee on the basis of race, religion, color, creed, sex, age, national origin, citizenship status, marital status, sexual orientation, gender identity and expression, disability or veteran status. Our commitment to equal employment opportunities shall include employment, upgrading, promotion, demotion, transfer, leaves or other absences from work, layoff, compensation and benefits, selection for training or other education, professional opportunities and conflict resolution.

It is also the policy of HAC to take affirmative action to employ and to advance in employment, all persons regardless of their status as woman, minority or individuals with disabilities or protected veterans, and to base all employment decisions only on valid job requirements.

Please inform us of any necessary accommodation required during the application process and/or at any time during employment.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.