Office Manager

Job Title

Office Manager

Job Type

Full-time

Location

Jacksonville - Jacksonville, FL 32207 US (Primary)

Education

Associate Degree

Category

Administrative / Clerical

Job Description

Hoefer Welker is looking for a qualified Office Manager that is a highly motivated, passionate professional with excellent interpersonal skills. This person should have a collaborative personality and a high level of professionalism. A successful candidate must excel in a fast-paced, team-oriented environment. A clear desire to make work fun and enjoyable within an environment built on teamwork, with an aptitude to execute in a changing professional environment are highly desired attributes. This position requires confidentiality, strong computer skills, flexibility, desire to go above and beyond what is expected.


Essential Functions:

Office Operations & Facilities

• Manage day-to-day office operations and general office needs including general office tidiness including kitchen, common areas and materials library
• Ensure budget-friendly ordering and maintain office supplies, kitchen, and general office inventory
• Coordinate with building management, maintenance/cleaning, and other required vendors
• Oversee general office upkeep and resolve facilities-related issues
• Coordinate office space planning and seating chart adjustments
• Maintain and ensure functionality of office equipment

• Manage relationships with office vendors and service providers
• Oversee filing office systems and office archiving processes
• Serve as the primary liaison for office administrative matters
• Act as a point of contact for internal office-related inquiries and issues
• Answering phones/greeting guests, shipping and receiving, mail/package sorting and distribution
• Manage office access card and parking

Meetings Support

• Coordinate meetings, including scheduling and logistics
• Set up conference rooms for meetings and events
• Arrange catering, including ordering meals when necessary and handle post-meeting clean-up
• Coordinate, schedule and host all vendor lunch-and-learn sessions and track and maintain associated CEU (Continuing Education Unit) records for employees
• Culture Club and office event coordination and planning

Shared Services Support

• Coordinate with IT on conference room technology setup for meetings and presentations
• Assist with hardware and software setup
• Maintain office printing equipment, to include ordering paper and toner
• Assist HR with interview coordination and office tours for candidates and new hires

• Support HR onboarding and offboarding processes and new hire orientation logistics

• Assist Finance with office-related expense reconciliation
• Provide month-end support with accounting processes

Other duties:

Please note this job description is not designed to cover or contain a comprehensive or exclusive 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.

Job Requirements

Education and Experience:

High School Diploma or equivalent and some college or technical training experience required. Experience and good judgment required to plan and accomplish goals. Experience in an architecture office and related administrative support is desirable, but not essential. Excellent knowledge of Adobe Photoshop, InDesign, and Microsoft PowerPoint preferred. Standard office policies, procedures and standards required. General computer and Microsoft Office knowledge required. Knowledge of Deltek Vantagepoint, AIA contract software, and Newforma software preferred.

Required Skills/Abilities:

To perform this job successfully, an individual must be detail oriented and able to perform each essential duty satisfactorily. Sensitivity to confidential matters may be required.Self-motivated and self-starter with a strong work ethic, personally driven to consistently meet project and performance goals and deadlines

• Ability to work independently as well as with various disciplines, and committed to being an effective, contributing team player
• Experience in an architecture office and related administrative support is desirable, but not essential.
• Ability to work well with direction and communicate any challenges relating to workload or ability to meet deadlines.
• Performs required tasks in a timely manner and reports on status/completion of tasks.
• Listens well and can ask questions to recognize or anticipate possible issues and needs.
• Knowledge of standard office policies, procedures and standards, general computer and spreadsheet knowledge, as well as knowledge of Microsoft Office products.
• Embrace new technologies and constantly strive for greater efficiency through process or technology improvements
• Strong interpersonal skills with the ability to engage with different personality types
• Works well under pressure with multiple tasks and deadlines
• Must demonstrate a high level of accuracy and stable work performance

Equal Opportunity Employer/Veterans/Disabled