Office Manager

Description and Requirements

General Description: Responsible for oversight of various business functions, such as Reception and the Mail Room. Manage the work product of assigned administrative staff. Perform a wide range of administrative tasks.

Responsibilities:

• Manage all office administration functions. Includes reception, administration, front end scanning, CRM, office supplies, and mailroom.
• Accountable for management of office service team members. Includes reviewing and approving timecards, performance management, recruitment, and training.
• Serve as primary contact for building management. Provide direction and oversight regarding building maintenance, mail delivery, and administration workflow.
• Set priorities and manage workflow to ensure efficient processes.
• Participate in event planning events for office location. Includes Holiday party, Summit Awards, and USI Gives Back.
• Act as escalation point for client issues relating to direct reports.
• Primary relationship manager for building management/tenant services.
• Manage office furniture needs, including installation and repairs.
• Serve as project manager for office moves to new buildings/facilities upon lease expiration.
• Maintain iOffice software for assigned locations. Includes communicating changes as needed.
• Coordinate security/medical/weather related responses when necessary. Includes updating emergency preparedness documentation as appropriate.
• Ensure and/or facilitate the following:
• Oversee and facilitate incoming and outgoing mail. Ensure timely and accurate processing and distribution.
• Ensure timely and accurate processing of printing and fulfillment requests. Includes presentation binding as needed.
• Maintain inventory for office and kitchen supplies.
• Ensure phone lists are updated and distributed regularly.
• Manage onsite and offsite file storage.
• Develop and maintain relationships with outside vendors.
• Primary Key Operator and vendor liaison for phone system, printers, copiers, and fax equipment.
• Act as back up for Receptionist and Admin Assistant as needed.

Knowledge, Skills and Abilities:

• 2 years + experience in administration management.
• Strong customer service skills and positive "customer-first" attitude.
• Ability to work independently with minimal daily direction from manager to accomplish objectives.
• Attention to detail and ability to grasp complex systems and processes.
• Ability to work effectively during times of organizational stress, ambiguity, and change.
• Ability to learn new concepts quickly and effectively.
• Proficiency with email and Microsoft Office applications.
• Excellent communication and interpersonal skills.
• Ability to work with all levels of employees, management, vendors, and external agencies.
• Familiarity with and ability to troubleshoot printers/computer/copiers/fax/phone systems.

USI is committed to providing a full-suite of competitive benefits for our growing population and its diverse needs. We offer a wide range of health, welfare and financial benefits including medical, wellness, dental and vision, 401(k), flexible spending and health savings accounts, short and long-term disability, life insurance and other unique employer-sponsored and voluntary programs. USI also offers a generous paid time off policy, paid family leave benefit as well as paid holiday time.