Welcome clients and visitors to the office and assist them as needed
Perform various clerical tasks as needed (file papers, organize supplies, etc.)
Take meeting notes and transcribe into email, document or spreadsheet form
Prepare and send faxes
Answer phones and route calls to appropriate persons
Take and deliver phone messages
Manage, sort, and dispense incoming mail and faxes
Prepare outgoing mail, faxes and packages
Perform general bookkeeping duties
Maintain staff and company calendars
Set appointments, meetings, and conference calls
Reserve conference spaces for meetings
Notify and remind all parties of upcoming events, lunches, meetings etc.
Plan out of town travel arrangements for executives
Suggest changes to office task workflow in order to improve efficiency
Maintain an organized work space at all times
Clean and tidy public office spaces
Frequently check office supply stock; reorder supplies when needed
Track orders and maintain vendor relationships
Attend company meetings and take notes, keep minutes, etc.
Train and assign tasks to new office clerks or interns
Report any updates or pertinent issues that need addressing to the office manager
Uphold and carry out company office policies and procedures
Manages documentation, including contracts, and sickness documentation
Sets up personnel files and confirms that data remains accurate
Responds to recruitment enquiries
Schedules interviews with hiring managers and coordinates the group interview process
Coordinates training requirements, including organising rooms for employee training, printing training certificates and filing them accordingly, reviewing training policies, and updating training systems
Organises relevant office events
Communicates with staff for the purpose of ordering office supplies and planning of meeting rooms
Oversees property management services, including maintenance of building and ordering proper janitorial supplies
Responsible for incoming and outgoing mail
Manages correspondence with service vendors
Orders and maintains office supplies
Organises staff meetings and executive schedules
Coordinates corporate events
Caters to customer complaints in a timely and efficient manner
Processes paperwork for customers and employees
Keeps office clean and organised to promote an efficient working environment
May participate in billing and accounting duties, including resolving billing questions and managing invoices
Prior Experience as an Office Manager Preferred.
Ability to Implement Procedures in a Fast-Paced and Evolving Environment.
Excellent Customer Service Skills.
Exceptional Communication Skills.
Computer Literacy, Including Proficiency in Microsoft Office Programs.
Attention to Detail.
Highly Motivated, Excellent Time Management Skills, Strong Decision Making Skills, Ability to Work Under Pressure.
Critical and Creative Thinking Skills, Highly Motivated, Ability to Work Well Without Supervision.