05/12/2022
We are looking for an Office manager to organize and coordinate administration duties and office procedures. Your role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety. Office manager duties and responsibilities include scheduling meetings and appointments, making office supplies arrangements, greeting visitors and providing general administrative support to our employees. Previous experience as a Front office manager or Office administrator would be an advantage. A successful Office manager should have experience with a variety of office software (Quickbooks, Microsoft Office, and Outlook) and be able to accurately handle administrative duties. Ultimately, the Office manager should be able to ensure the smooth running of the office and help to improve company procedures and day-to-day operation.
Responsibilities
Responsible for incoming and outgoing phone calls and emails.
Provide excellent customer service to all customers
Assist walk in customers
Maintain the office condition and arrange necessary repairs
Organize office operations and procedures
Prepare orders – Create Estimates, Sales orders, Invoices, Receive payments.
Ensure that all items are invoiced and paid on time
Manage contract and price negotiations with office vendors, service providers and office lease
Assist in the onboarding process for new hires
Address employees queries regarding office management issues
Liaise with facility management vendors, including cleaning, catering and security services
Check orders as they are finished with production for quality control before being given to the customer. Ship orders out according to customer need or deadline.
Place product orders for the correct item with the correct vendor.
Ensure proper record of Accounts Payable. Create Purchase orders, receive items, enter bills, etc.
Keep calendar updated with customer orders, measurements, installations, meetings, scans, employee vacation, etc
Skills
Proven experience as an Office manager, Front office manager or Administrative assistant
Knowledge of office administrator responsibilities, systems and procedures
Proficiency in MS Office (MS Excel and MS Outlook, in particular)
Hands on experience with office machines (e.g. fax machines and printers)
Familiarity with email scheduling tools, like Email Scheduler and Boomerang
Excellent time management skills and ability to multi-task and prioritize work
Attention to detail and problem solving skills
Excellent written and verbal communication skills
Strong organizational and planning skills in a fast-paced environment
A creative mind with an ability to suggest improvements
High School degree; additional qualification as an Administrative assistant or Secretary will be a plus
