Office Manager

Job Description Summary

Responsible for management and coordination of the administrative activities for the Victoria Gardens Management office.

RESPONSIBILITIES

• Provide administrative support duties for Executives and/or other department leaders
• Approve and code accounts payable invoices for Company
• Oversee and manage the purchasing and maintenance of office supplies and office equipment (i.e. furniture, IT equipment, telephones, snack services, plants, etc.)
• Solicit and negotiate vendor bids, contracts, and pricing in accordance with Company policy and the approval of the appropriate Executive
• Oversee mail room operations and staff (i.e., mail sorting, postage machine, fax machines)
• Establish and monitor facility standards (cleaning and other maintenance)
• Act as official local office contact for property management (e.g. fire marshal, etc.)
• Communicate local office policies/procedures as appropriate on behalf of management under the guidance of the Human Resources Department (i.e. dress code, inclement weather, etc.)
• Manage and collect Certificate of Insurance (COI) for tenants, contractors, and vendors
• Manage vendor and tenant communications
• Manage all front desk tasks including, support of management team, answering phone, and greeting/directing guests who arrive at the office
• Act as role model for office staff

QUALIFICATION

• Bachelor’s degree in Business Administration, Office Management, or related field preferred but not required. Equivalent work experience will be considered
• 3+ years of office management, administrative support, or facilities management experience in a fast-paced environment
• Office Administration: Strong organizational, multitasking, and time-management skills, with an eye for detail and accuracy
• Communication: Excellent verbal and written communication skills, with the ability to communicate effectively at all levels of the organization
• Problem-Solving: Ability to troubleshoot and resolve office-related issues efficiently and proactively
• Technology Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and experience using office management software or system.