DRUCKER + FALK
Office Manager
Reports To
Executive Assistant
Job Summary
The Office Manager is responsible for the overall front office activities, including the reception area, mail, large purchasing requests and arranging internal office moves. They also are responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment.
Essential Duties and Responsibilities include the following.
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Manages the reception and mail area to ensure effective telephone and mail communications both internally and externally to maintain professional image.
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Supervises and coordinates overall administrative activities for the reception and mail areas.
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Negotiates the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
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Maintains service agreements on all office equipment and services, including copiers, and fax machines.
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Supervises the maintenance of office equipment, including copier, fax machine, etc.
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Responsible for the process of the business licenses and personal property taxes (i.e., Newport News, Sales & Leasing and the Raleigh Offices).
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Handle arrangements for collection, retention, protection, retrieval, transfer, and disposal of records.
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Responsible for setup/cancellation of all Visa Cards.
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Maintain online ESP employees and coordinate/track payments for all Truist programs
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Maintains petty cash and petty cash logs.
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Participates as needed in special department projects.
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Sales & use tax review (Monthly).
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Process the monthly and Semi-Annual mail out for the Syndicated Properties.
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Maintain Investors Portal and prepare owner distributions.
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Directly supervises the Administrative Assistant and Receptionist.
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Provides annual performance appraisals for all assigned personnel.
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Backup for the receptionist, mail and bank runs.
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Other duties as assigned.
Supervisory Responsibilities
Includes staff in planning, decision-making, facilitating and process improvement; takes responsibility for subordinates' activities. Makes self-available to staff; provides regular performance feedback; develops subordinates' skills and encourages growth. Solicits and applies customer feedback (internal and external); fosters quality focus in others; improves processes, products and services. Continually works to improve supervisory skills.
Skills and Attributes
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At least two years of switchboard experience.
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Working knowledge of mail processes such as postage machine, Federal Express and UPS.
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Good planning and organizational skills.
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Well-developed interpersonal and communication skills.
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Professional appearance and manner.
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Computer literacy, specifically MS Word for Windows.
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Ability to manage staff (supervisory experience).
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Ability to negotiate effectively.
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Ability to lift approximately 15-20 lbs.
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Must be a team player, flexible, and have the ability to multi-task.
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Ability to maintain the highest confidentiality, trustworthy and work with integrity.
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Positive personality, moral builder, cheerleader for Drucker + Falk is a must.
Competencies
To perform the job successfully, an individual should demonstrate the following competencies:
Problem Solving - Identifies and resolves problems in a timely manner; Gathers and analyzes information skillfully; Develops alternative solutions; Works well in group problem solving situations; Uses reason even when dealing with emotional topics.
Project Management - Develops project plans; Coordinates projects; Communicates changes and progress; Completes projects on time and budget; Manages project team activities.
Customer Service - Manages difficult or emotional customer situations; Responds promptly to customer needs; Solicits customer feedback to improve service; Responds to requests for service and assistance; Meets commitments.
Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.
Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings.
Written Communication - Writes clearly and informatively; Edits work for spelling and grammar; Varies writing style to meet needs; Presents numerical data effectively; Able to read and interpret written information.
Teamwork - Balances team and individual responsibilities; Exhibits objectivity and openness to others' views; Gives and welcomes feedback; Contributes to building a positive team spirit; Puts success of team above own interests; Able to build morale and group commitments to goals and objectives; Supports everyone's efforts to succeed.
Visionary Leadership - Displays passion and optimism; Inspires respect and trust; mobilizes others to fulfill the vision; Provides vision and inspiration to peers and subordinates.
Change Management - Develops workable implementation plans; Communicates changes effectively; Builds commitment and overcomes resistance; Prepares and supports those affected by change; Monitors transition and evaluates results.
Delegation - Delegates work assignments; Matches the responsibility to the person; Gives authority to work independently; Sets expectations and monitors delegated activities; Provides recognition for results.
Leadership - Exhibits confidence in self and others; Inspires and motivates others to perform well; effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.
Business Acumen - Understands business implications of decisions; Displays orientation to profitability; Demonstrates knowledge of market and competition; Aligns work with strategic goals.
Cost Consciousness - Works within approved budget; Develops and implements cost saving measures; Contributes to profits and revenue; Conserves organizational resources.
Diversity - Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.
Ethics - Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
Organizational Support - Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization's goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
Strategic Thinking - Develops strategies to achieve organizational goals; Understands organization's strengths & weaknesses; Analyzes market and competition; Identifies external threats and opportunities; Adapts strategy to changing conditions.
Judgment - Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
Motivation - Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against standard of excellence; Takes calculated risks to accomplish goals.
Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
Professionalism - Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
Quality - Demonstrates accuracy and thoroughness; Looks for ways to improve and promote quality; Applies feedback to improve performance; Monitors own work to ensure quality.
Quantity - Meets productivity standards; Completes work in timely manner; Strives to increase productivity; Works quickly.
Safety and Security - Observes safety and security procedures; Determines appropriate action beyond guidelines; Reports potentially unsafe conditions; Uses equipment and materials properly.
Adaptability - Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events.
Attendance/Punctuality - Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time.
Dependability - Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.
Initiative - Volunteers readily; Undertakes self-development activities; Seeks increased responsibilities; Takes independent actions and calculated risks; Looks for and takes advantage of opportunities; Asks for and offers help when needed.
Innovation - Displays original thinking and creativity; Meets challenges with resourcefulness; Generates suggestions for improving work; Develops innovative approaches and ideas; Presents ideas and information in a manner that gets others' attention.
Education and/or Experience
Bachelor’s degree or equivalent experience; At least two years of previous experience in office management
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Write routine reports and correspondence. Speak effectively before groups of customers or employees of organization.
Mathematical Skills
Calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Apply concepts of basic algebra and geometry.
Reasoning Ability
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Deal with problems involving several concrete variables in standardized situations.
Computer Skills
To perform this job successfully, an individual should have knowledge of Accounting software; Database software; Internet software; Inventory software and Order processing systems.
Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Benefits: Competitive Benefits to include Health, Dental, Life, 401K, Employees Assistance Program, Long Term Disability, Vacation and Sick Leave.
EOE/ Drug Free Workplace
