Job Summary: We are seeking a highly organized and efficient Office Manager to oversee the daily operations of our Corporate headquarter office. This position will involve managing office supplies, coordinating administrative support, maintaining office organization, and assisting with various tasks to ensure a productive and comfortable work environment. The ideal candidate will be highly proficient in Microsoft office suite and have excellent communication skills, be highly organized, and thrive in a dynamic office environment.
Key Responsibilities:
1. Office Operations Management:
- Oversee and manage daily office activities to ensure smooth functioning.
- Maintain office cleanliness, organization, and overall office environment.
- Ensure office equipment (computers, printers, phones) is functioning properly and arrange for repairs as needed.
- Handle office maintenance tasks and coordinate with service providers (cleaning, IT support, building management, etc.).
- Answer and direct incoming phone calls, emails, and in-person inquiries.
- Greet and assist visitors, ensuring they are signed in and directed to the appropriate individuals.
- Handle basic customer service inquiries and provide information as needed.
2. Administrative Support:
- Provide administrative support to senior management and other departments as needed.
- Manage office calendars, schedule meetings, and coordinate travel arrangements for staff.
- Handle incoming calls, emails, and correspondence, directing inquiries to appropriate staff.
- Prepare reports, presentations, and other documents as required.
- Assist with day-to-day administrative tasks to ensure the smooth operation of the office.
- Perform general office duties such as filing, photocopying, and scanning documents.
- Prepare and proofread documents, reports, and correspondence.
- Manage office correspondence, including emails, letters, and memos.
- Receive, sort, and distribute incoming mail and packages.
- Prepare outgoing mail and packages for dispatch, including addressing, labeling, and organizing shipments.
- Handle courier services and ensure timely collection and delivery of items.
3. Financial & Budgeting:
- Track and manage office expenses, including petty cash, invoices, and receipts.
- Assist in maintaining budgets for office supplies, equipment, and other administrative costs.
- Process purchase orders and coordinate with vendors for office supplies and services.
- Help with basic bookkeeping tasks such as tracking payments, receipts, and preparing reports for accountants.
4. Inventory & Supplies Management:
- Order and maintain inventory of office supplies, ensuring availability while minimizing excess stock.
- Monitor stock levels for office supplies (e.g., stationery, coffee, printer paper, etc.) and reorder as necessary.
- Ensure that office equipment (computers, phones, etc.) and furniture are well-maintained and fully operational.
5. Human Resources Support:
- Assist with the onboarding process for new hires, including workspace setup, equipment, and necessary documentation.
- Maintain employee records (attendance, personal details, etc.) and assist with HR-related tasks.
- Coordinate office training and development sessions when required.
- Assist in organizing employee benefits, time-off requests, and other HR-related administrative tasks.
6. Event Coordination:
- Assist in planning and organizing company events, meetings, and conferences (internal and external).
- Arrange logistics for team-building activities, employee celebrations, and other office functions.
- Coordinate catering, accommodations, and transportation for company events.
7. Vendor & Client Relations:
- Manage relationships with office vendors and suppliers (e.g., cleaning, maintenance, tech support).
- Coordinate with clients, guests, or visitors, ensuring smooth visits and a professional reception.
- Handle any client or customer inquiries related to office matters or scheduling.
8. Communication & Coordination:
- Serve as the point of contact for internal and external communication regarding office operations.
- Coordinate between departments to ensure efficient office workflows.
- Communicate office policies, procedures, and updates to staff as needed.
- Manage the distribution of internal communications (memos, newsletters, announcements).
9. Health & Safety Compliance:
- Ensure the office complies with health and safety regulations and standards.
- Organize health and safety trainings for employees, as necessary.
- Maintain first aid kits and ensure the office is well-prepared for emergencies.
10. Travel & Logistics Coordination:
- Arrange travel accommodations and itineraries for staff members (flights, hotels, rental cars).
- Handle travel expense reporting and ensure compliance with company policies.
- Assist with meeting logistics, including room reservations and equipment setup.
11. Miscellaneous Administrative Tasks:
- Manage and distribute incoming and outgoing mail and deliveries.
- Organize and maintain filing systems (both physical and digital) for important documents.
- Support with ad-hoc projects or special tasks as requested by senior management.
Work Environment:
- This is a full-time position with 40 hours per week.
- Occasional flexibility may be required, depending on business needs.
Job Type: Full-time
Pay: $20.00 - $25.00 per hour
Ability to Commute:
- Hollywood, FL 33021 (Required)
Ability to Relocate:
- Hollywood, FL 33021: Relocate before starting work (Required)
Work Location: In person
