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7 Office Manager Resume Examples for 2024

Office Manager

Best for senior and mid-level candidates.

There’s plenty of room in our elegant resume template to add your professional experience while impressing recruiters with a sleek design.

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Office Manager Resume

• Office Manager Resume by Experience
• Office Manager Resumes by Role

As an office manager, you juggle a lot of moving parts.

You manage vendors, ascertain the needs of incoming visitors, and communicate with and assist your colleagues in the office.

It can be difficult to include all these skills on your resume, but our seven office manager resume samples have been helping real people land real jobs in 2024, so they’re a great place for you to get started  building or updating your resume before moving on to write a cover letter .

or download as PDF

Why this resume works

• Ninety-five percent of people who write resume objectives don’t do this, so this is a sure way to stand out among the other applicants for the role.
• Did you source and manage vendors? Were you in charge of directing incoming visitors and calls? Did you oversee management and facilities staff? Our  resume examples  will give you some ideas of where to start. 

Entry-Level Office Manager Resume

• Adding a  resume objective  is a great way to convey your eagerness and dedication in a more personal way.
• If you choose to add an objective, you must tailor it to each position to which you apply. Otherwise, omit it in favor of more skills or work experience.
• Formatting your entry-level office administrator resume doesn’t have to be complicated; choose a  resume template  that puts your skills, education, and work experience in one column to disguise your lack of work experience and make it easy for hiring managers to read. 

Business Office Manager Resume

• Go a step further to express your unmatched competencies in undertaking administrative tasks, managing schedules, and keeping things organized with the help of Trello, BambooHR, and more.

Construction Office Manager Resume

• Finally, provide a clear and compelling picture of your capabilities and contributions in your office manager cover letter to make yourself a stand-out candidate.

Dental Office Manager Resume

• Did you help schedule patient visits? Were you involved in vendor management and a bit more removed from patients? Make this clear on your dental office manager resume .
• For example, did you oversee maintenance staff? Did you source vendors to help sanitize medical equipment?

Medical Office Manager Resume

• If you’ve helped medical practices save money through reduced costs in your past roles, try to estimate how much you’ve saved them, and include that on your medical office manager resume .
• This will immediately catch the attention of the hiring manager and make a compelling case that you deserve an interview.
• Use the  reverse-chronological resume format  for best results getting through ATS software as well as human eyes. It’ll show clear career progression and do your experience justice.

Front Office Manager Resume

• Include a pop of color and at least two types of fonts to make your resume aesthetically pleasing and easier to read.
• If you’re still deciding whether or not to include a summary, remember that every time you write a summary, you must tailor it to each position. 

Related resume guides

• Operations Manager
• Executive Assistant
• Human Resources

• • Managed schedules, organized office functions, and oversaw daily operations of office with 50 employees
• • Managed the distribution of 20,000 magazines each month.
• • Supported the company's growth from 30 to 200+ employees.
• • Promoted from an Admin Assistant to Office Manger in less than 2 years.
• • Managed all benefits information for 60 employees and maintained bi-weekly payroll
• • Coordinated the move of the new HQ with 200+ employees.
• • Branch office manager for Stockholm office and led and managed a team of 4
• • Helped facilitate 30+ real estate transactions on average per month
• • Enterprising / Business Management

9 Office Manager Resume Examples & Guide for 2024

Your office manager resume must demonstrate your proficiency in team leadership and workflow optimization. Highlight your ability to effectively manage multiple projects and maintain organization. Ensure your resume showcases your expertise in software relevant to office management, such as Microsoft Office Suite and email platforms. Detail your experience in improving office processes, which is crucial for any office manager role.

All resume examples in this guide

Entry-Level Office Manager

Assistant Front Office Manager

Business Office Manager

Chiropractic Office Manager

Dental Office Manager

Front Office Manager

Office Manager Assistant

Medical Office Manager

Resume guide, what you’ll learn here, looking for a related resume, how to write an office manager resume, what makes an office manager resume header work, here’s how to reinvent the summary section of your office manager resume, office manager experience examples that make your resume pop, how a skill section can help your office manager resume stand out, resume education section - do you really need it, 3 certificate ideas for your office manager resume, key takeaways from writing a good office manager resume.

By Experience

Office managers are the glue that hold a business together. They streamline office operations, help employees stay organized, and increase workplace productivity.

You know the value you can bring to an organization…but does a recruiter?

Sometimes it can feel like you're sending your office manager resume off into an empty abyss.

You know the feeling.

You've applied to job after job but you're just not hearing back. That can be frustrating—or even downright discouraging.

Don’t worry. Job searching doesn’t have to be this way.

In this guide, we’ll provide office manager resume samples and cover top tips and tricks for creating an eye-catching resume.

• What a professional office manager resume looks like (with templates)
• Which sections you should include on your resume
• What recruiters look for in an office manager’s resume
• How to make your resume stand out
• The most common mistake people make when writing their resumes
• Office Assistant Resume
• Personal Assistant Resume

Office management is a competitive field. According to the Bureau of Labor Statistics, jobs for office managers are anticipated to grow by 10% from now until 2026.

That means job searching won't be a walk in the park. Recruiters are likely receiving hundreds of applications for an open office manager position.

And there’s nothing worse than putting in a ton of time into an application only to get an email saying they’re moving forward with another applicant.

The good news is, job searching doesn't have to be this way. The reason you're not hearing back isn't because of you (or your lack of ability for that matter). It's because your resume isn't impressing recruiters.

That’s where we come in. We know exactly what recruiters look for in an office manager resume. We've studied what works and what doesn't when it comes to resume writing .

And now, we're here to share that knowledge with you. Let's jump in. To start, you’ll want to ensure your resume includes the right sections.

Here are the top office manager resume sections

• Header section:
• Summary section:
• Experience section:
• Education section:
• Skills section:

This is what recruiters want to see in an office manager resume

• How you improve the day-to-day operations of an office
• That you want to work for their office, not just any office
• That you have the necessary administrative and customer service skills needed in an office management position
• What makes you unique. Why should they hire you over someone else?

Once you’ve outlined all your resume sections , it’s time to start adding in content. The best place to start is the header.

A strong resume header is incredibly important. If it's formatted incorrectly—or if it doesn't include the right information—your resume won't get a second look. It's a relatively simple section but getting it right is imperative.

Keep it concise and easy to read.

2 office manager resume header examples

This header section is unprofessional. The email address looks like it was created in 7th grade. Be sure to use emails that only include your name.

This header is much more professional looking. It also includes a link so the hiring manager can easily click to learn more about her. Plus, it has contact information !These might seem like small or trivial differences. But the truth is, they make all the difference in the world.

Once you’ve completed your header section, start writing your resume summary.

Hiring managers look, on average, at each resume for just six seconds. They don't have time to read every resume in-depth. But they do have time to read your resume summary .

So you need to make a strong first impression. Here's how to do that.

2 office manager resume summary examples

This summary section is pretty generic. It doesn't mention any achievements, which makes it nothing more than a few sentences filled with buzzwords .

This summary is much more unique. A recruiter can quickly see how long they've worked in the field and what kind of things they can accomplish.

After you’ve finished your summary section, move on to the experience section.

The experience section of your resume is arguably the most important. But it's also the section that people make the most mistakes in.

It might be tempting to use the bullet points to list your daily job responsibilities. But that's doing yourself a huge disservice. Recruiters know what an office manager does. They probably helped write the job description .

Instead, use this section to list your accomplishments and contributions to previous employers. That way, recruiters get a sense of what kind of value you can bring to their organization.

Here's the right and wrong way to write your office manager resume bullet points.

• • Analyzed workplace procedures and introduced new project management software
• • Ordered inventory and prepared expense reports
• • Organized meetings for team leads to discuss organizational goals
• • Implemented work from home policy

This experience section is essentially just a summary of what an office manager does. It doesn't give a recruiter any sense of how good this candidate is at their job.

Sure, they might have relevant experience, but that doesn't mean they're going to make any real difference at their company.

• • Analyzed workplace procedures and introduced new project management software that decreased average turnaround time by 30%
• • Reduced inventory costs by 12% by implementing a just-in-time inventory system
• • Organized a bi-weekly meeting with team managers to discuss organizational goals and address challenges, which increased employee satisfaction by 18%
• • Implemented a company-wide work from home policy which decreased PTO usage by 25%

This experience section is much more results-oriented. By focusing on quantified achievements , recruiters will know exactly what kind of value you bring.

A recruiter is much more likely to call this candidate, as opposed to a candidate who simply lists their responsibilities.

After you've finished adding in your achievements, it's time to focus on your skills section.

An office manager must possess both soft and hard skills to succeed in their job. So it's important to include both on your resume skills section .

Hard skills refer to industry-specific skills or software. For a medical office manager, for example, this could include something like Easy Clinic. Easy Clinic is a scheduling software for hospitals and clinics.

A soft skill, on the other hand, refers to interpersonal strengths. This could be something like reliability. Soft skills are best demonstrated through on-the-job examples.

How to list tech skills on your resume

Adding your office manager skills like this is a great option for listing your hard skills. Many companies use software that scan resumes for keywords so be sure to cross-match your skills to the job posting. Otherwise, your resume could be discarded before a recruiter even sees it.

Hard / technical skills list for office manager resumes

• Microsoft Office Suite
• Inventory management
• Records management
• Mail handling

How to describe soft skills on your resume

Soft skills are best demonstrated with real-world examples. If you simply list them, they don't mean much.

Soft skills list for office manager resumes

• Responsibility
• Organization
• Reliability
• Communication
• Time management
• Flexibility
• Critical Thinking
• Attention to Detail
• Emotional Intelligence

Now that you’re finished with your skills section, let’s learn more about the right way to write your education section

Unless you’re a student or recent graduate, your experience section should be pretty brief. You really only need your college/university and your major.

You don’t need to list your GPA or graduation year unless you think that it will make you more competitive.

Everything you need to list in you education section is the school/university you graduated from and your specialty (if any).

Certifications are a fantastic way to set yourself apart from other candidates. They’re certainly not required but they do make you more competitive. If you have one or two valuable certificates you can list them in the education sections. However, if you have more than that, you may want to create a certifications section on your resume.

Top 3 office manager certificates for your resume

• Certified Business Office Manager (CBOM)™
• Accounting Training Unlimited Certified Office Manager Exam
• IAAP Certified Administrative Professional (CAP)
• Your resume needs to include the right sections. This includes a header, summary, experience, education, and skills section at very least.
• You need a resume template that's eye-catching. For that reason, you might want to skip Microsoft Word to write your resume.
• In the experience section, you should focus on your past achievement not daily responsibilities. A recruiter knows what an office manager does.
• Soft skills are best demonstrated through real-world examples. Leadership means nothing if you don't provide any context.
• Focus on what makes you unique. Generic statements are the biggest mistake people make when writing their resumes.

Office Manager resume examples

Explore additional office manager resume samples and guides and see what works for your level of experience or role.

Looking to build your own Office Manager resume?

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Office Manager Resume: Samples and How-To Guide for 2024

A strong Office Manager resume can make a significant impact on your job search. As the person responsible for managing an office’s day-to-day operations, your resume should highlight your skills and experience that add value to the organization. A well-crafted resume tells the hiring manager that you’re a competent and reliable professional, who can take on various responsibilities, keep the office running smoothly, and support the team with ease.

Essential Components of an Office Manager Resume

When it comes to crafting an effective resume as an office manager, it’s essential to include all the relevant information needed to create a great impression on potential employers.

To help you create a strong resume, we’ve laid out the essential components that you should include in your office manager resume.

A. Contact Information

To begin, the first section of your resume should always be your contact information. This includes your full name, address, phone number, and email address. It’s essential to make sure all your contact information is up-to-date and accurate so that potential employers can reach you easily.

B. Professional Summary

After your contact information, you should include a professional summary that summarizes your experience and highlights your relevant skills. This section should be brief, but it should pack a punch. Think of this section as your elevator pitch – you want to sell yourself to potential employers quickly and effectively.

C. Skills Section

Much like the professional summary section, your skills section should also emphasize the relevant skills that you possess. You can list these skills in bullet points or paragraph form, but either way, be sure to tailor this section to match the job requirements of the position you’re applying for.

D. Work Experience

Your work experience should include details of your previous positions that are directly relevant to an office manager role. Make sure to emphasize your achievements and quantify your results. This section should show potential employers that you’ve had success in previous positions and that you can bring those skills to their organization.

E. Education

In this section, you should list your highest level of education, along with any relevant courses or certifications you may have. Keep this section brief and focused on the education that’s directly related to the job you’re applying for.

F. Certifications and Awards

Finally, it’s important to include any relevant certifications or awards that you’ve received. These can include professional certifications or awards for outstanding achievement in your field. This section can help set you apart from other applicants, so make sure to highlight any relevant accolades you’ve earned.

An effective office manager resume should include a professional summary, skills section, work experience, education, certifications and awards, and contact information. By highlighting these essential components, you can increase your chances of landing the job you want. Writing an effective office manager resume requires consideration of several factors. These tips can help you create a resume that will stand out to hiring managers.

A. Keep it Simple and Concise When it comes to writing an office manager resume, simplicity is key. Employers tend to skim resumes, so it’s important to make yours concise and easy to read. Use bullet points to highlight your skills and experience, and use clear headings to organize your information.

B. Use Keywords and Customize for Each Job Your resume should be tailored to each job you apply for. Use keywords from the job description in your resume to demonstrate that you have the skills and experience the employer is looking for. Be sure to customize your resume for each job you apply for, highlighting the most relevant skills and experience.

C. Highlight Achievements and Quantify Results Employers are looking for candidates who can make a real impact in their organization. It’s important to highlight your achievements and quantify your results wherever possible. For example, instead of saying you “reduced costs,” say you “reduced costs by 20% by implementing a new purchasing system.”

D. Avoid Grammar and Spelling Errors Nothing will turn off a potential employer faster than a resume full of grammar and spelling errors. Be sure to proofread your resume carefully, and consider having someone else look it over as well.

E. Use Action Verbs and Active Voice Action verbs and active voice can help make your resume more engaging and interesting to read. Use action verbs like “managed,” “created,” and “implemented” to describe your accomplishments, and use active voice whenever possible.

By following these tips, you can create an effective office manager resume that will help you stand out from other candidates and land the job you want.

Office Manager Resume Examples

As an experienced copywriter, I understand the importance of having strong resume examples to inspire and guide job seekers. Therefore, in this section of the article, we will highlight three top-quality office manager resume examples worthy of emulation.

A. Resume Example 1: Experienced Office Manager

If you have several years of office management experience under your belt, this resume example is for you. Here are some of the highlights of this office manager’s experience:

• 8+ years of experience as an office manager in a fast-paced environment
• Experience managing a team of 10+ employees
• Exceptional organizational and problem-solving skills
• Proficiency in Microsoft Office Suite and QuickBooks

The resume also includes information on the candidate’s education and certifications, as well as a list of notable achievements such as “Reduced office supply costs by 20% through efficient procurement methods.”

B. Resume Example 2: Entry-Level Office Manager

For those just starting out in their office management careers, it can be challenging to showcase relevant experience on a resume. However, this entry-level office manager resume example provides an excellent template to follow. Here are some of the highlights:

• Bachelor’s degree in Business Administration
• Completed internships in administrative roles
• Strong communication and interpersonal skills
• Proficiency in Microsoft Office Suite and Google Suite

The resume also features a section on relevant coursework and extracurricular activities, such as “Introduction to Office Management” and “Leadership in Action Club.”

C. Resume Example 3: Functional Office Manager

For office managers who have gaps in their employment history or are transitioning careers, a functional resume may be the best choice. This functional office manager resume example highlights the candidate’s skills and achievements, rather than their chronological work history.

Here are some of the highlights:

• Well-versed in project management, budgeting, and planning
• Skilled in developing and implementing efficient office procedures
• Strong communication and customer service skills
• Proficiency in QuickBooks and Trello

The resume also includes a section on “Key Achievements,” such as “Improved client satisfaction ratings by 15% through timely and effective communication.”

These three office manager resume examples provide a valuable resource for job seekers at various stages of their career. Whether you’re a seasoned veteran or just starting out, these samples demonstrate best practices for crafting an effective resume.

How to Tailor Your Resume for Different Office Manager Roles

When looking for an office manager position, it’s important to understand that there are a variety of different roles that fall under this job title. Depending on the industry or company, specific skills and experiences may be required or preferred. In order to increase your chances of landing the job, it’s vital to tailor your resume to the specific role you are applying for.

Here are some tips for tailoring your resume for different office manager roles:

A. General Office Manager

As a general office manager, your primary responsibility is to oversee the smooth functioning of the day-to-day operations of the office. To tailor your resume for this role, highlight your experience in managing administrative tasks, coordinating schedules, and managing staff.

When creating your resume, make sure to:

• Use relevant keywords and phrases such as budget management, staff supervision, and workflow optimization
• Quantify your accomplishments by including data and metrics that demonstrate your successes in improving office efficiency, reducing costs, or increasing productivity
• Emphasize your communication skills, as strong communication is essential in this role
• Showcase your attention to detail as office managers are also responsible for ensuring that office equipment and supplies are properly procured and maintained

B. Medical Office Manager

Medical office managers require a unique set of skills to manage their specialized field. Tailoring your resume for this role involves highlighting your knowledge of medical terminology, familiarity with healthcare regulations, and experience managing healthcare staff.

• Emphasize your knowledge of HIPAA regulations and other healthcare industry-specific standards and regulations
• Showcase your experience managing electronic health records (EHR) and other healthcare software
• Highlight your experience managing medical staff including scheduling and training, ensuring proper credentialing and licensing, and payment processing
• Use relevant keywords such as medical billing, patient scheduling, and insurance compliance

C. Construction Office Manager

Construction office managers are responsible for managing the administrative tasks involved in construction projects. Tailoring your resume for this role involves highlighting your experience managing construction or engineering projects and familiarity with construction industry software and regulations.

• Emphasize your knowledge and experience managing construction projects including scheduling, budgeting, and logistics.
• Showcase your experience managing blueprints, building permits, subcontractors, and equipment rentals
• Highlight your experience managing software commonly used in the construction industry such as Procore, PlanGrid, and Bluebeam
• Use relevant keywords such as construction project management, contract administration, and job site logistics

To maximize your chances of landing the office manager role, it’s important to tailor your resume to the specific needs of the company or industry you are applying for. Keep in mind the key skills and experiences required for the role and use relevant keywords to ensure your resume stands out to potential employers. As an office manager, excellent communication skills are essential – both written and spoken. You will be the primary point of contact for clients, vendors, and employees, so conveying information clearly, concisely, and professionally is critical. Strong communication skills also involve active listening, empathizing with others, and being able to convey complex ideas in an understandable manner.

Leadership abilities are another crucial attribute for a successful office manager. You will be responsible for supervising employees, delegating tasks, and creating processes for optimal productivity. This requires you to be a confident decision-maker, motivator, and coach to help your team thrive.

Time management skills are also imperative in this role, as you will need to multitask and prioritize efficiently. Balancing various projects and deadlines simultaneously while managing day-to-day operations requires effective time management skills.

Familiarity with office software and applications is a given for an office manager. You should be proficient in Microsoft Office Suite, calendar scheduling, and other common applications. Familiarity with document management software, such as Google Drive or Dropbox, is also essential.

Conflict resolution and problem-solving skills are perhaps the most challenging but vital skills for an office manager. Diffusing difficult situations, mediating disputes, and being able to identify problems and develop creative solutions are essential components of the job. A thorough understanding of conflict resolution techniques, effective communication, and problem-solving frameworks will keep the office and team running smoothly.

Make sure to include these vital job skills in your office manager resume. Doing so will demonstrate that you are a well-rounded candidate who has the required competencies to tackle the challenges of managing an office effectively.

Mistakes to Avoid on an Office Manager Resume

As an office manager, your resume is your ticket to landing the job you want. However, there are certain mistakes that you need to avoid when writing your resume. Below are some of the most common mistakes that office managers make when putting together their resumes.

A. Including Irrelevant Information

One of the biggest mistakes that office managers make when writing their resumes is including irrelevant information. It’s important to remember that recruiters and hiring managers are looking for specific skills and qualifications. Including irrelevant information can make it harder for them to find the information they’re looking for.

To avoid this mistake, make sure that every piece of information on your resume is relevant to the job you’re applying for. For example, if you’re applying for an office manager position, you don’t need to include information about your experience as a food server or a cashier.

B. Using Clichés or Buzzwords

Another mistake that office managers make on their resumes is using clichés and buzzwords. Words like “team player”, “self-starter”, and “motivated” are overused and don’t give recruiters and hiring managers any real information about your skills and experience.

To avoid this mistake, be specific about your skills and experience. Instead of saying that you’re a “team player”, give an example of a time when you worked collaboratively with a team to achieve a specific goal.

C. Being Too Generic or Vague

Being too generic or vague on your resume is another mistake that office managers make. It’s important to remember that your resume is your chance to market yourself to potential employers. Being too generic or vague can make it harder for them to see what sets you apart from other candidates.

To avoid this mistake, be specific about your accomplishments and contributions. Use metrics and numbers to quantify your successes. For example, instead of saying that you “improved office efficiency”, say that you “streamlined office procedures, resulting in a 20% increase in productivity”.

D. Failing to Show Career Progression

Failing to show career progression is a mistake that many office managers make on their resumes. Employers want to see that you have grown and developed in your career over time. Failing to show career progression can make it look like you’re stagnant in your career.

To avoid this mistake, make sure to highlight your career progression on your resume. Include information about any promotions or increased responsibilities you’ve had over time. This will show that you’re capable of growing and developing in your career.

E. Lying or Exaggerating Qualifications

Finally, lying or exaggerating qualifications is a mistake that can have serious consequences. Recruiters and hiring managers will verify the information on your resume, and if they find out that you’ve lied or exaggerated, it can damage your reputation and make it harder for you to find a job in the future.

How to Stand Out in Your Office Manager Resume

In order to make your office manager resume stand out from the rest, it is important to add a personal touch. While your qualifications and experience are important, adding a personal touch can make a huge difference in how potential employers perceive you.

One way to add a personal touch is to incorporate a unique design or formatting style that reflects your personality. This can be as simple as using a unique font or color scheme. But always remember to keep it professional and appropriate for the type of organization you are applying to.

Another way to showcase your personal touch is by including a personal statement or objective. This statement should reflect your career goals and why you are particularly interested in a role as an office manager.

Beyond adding a personal touch, demonstrating a specific skill set is another way to make your office manager resume stand out. Rather than listing general skills like “communication” or “organization,” focus on highlighting specific skills that are particularly relevant to the position. For example, if the job posting emphasizes the need for proficiency in project management software, be sure to showcase your experience and skills in that area.

Emphasizing unique accomplishments is also a great way to set yourself apart from other candidates. Instead of simply listing your previous job duties, focus on highlighting specific achievements that demonstrate your value to previous employers. This could be anything from exceeding sales goals to improving office efficiency.

Incorporating visuals or graphics into your office manager resume can also be a powerful way to stand out. A well-designed chart or graph can help illustrate your accomplishments or showcase your skills in a way that is easily digestible for potential employers.

Finally, showing passion for the role is another key way to make your office manager resume stand out. In addition to showcasing your experience and skills, be sure to demonstrate your enthusiasm for the position and the organization you are applying to. This can be done through your personal statement, cover letter, or even the language you use in your resume.

Adding a personal touch, demonstrating a specific skill set, emphasizing unique accomplishments, incorporating visuals or graphics, and showing passion for the role are all effective ways to make your office manager resume stand out from the crowd. By taking the time to carefully craft your resume, you can position yourself as a strong candidate for this important role.

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Office Manager Resume Samples

The guide to resume tailoring.

Guide the recruiter to the conclusion that you are the best candidate for the office manager job. It’s actually very simple. Tailor your resume by picking relevant responsibilities from the examples below and then add your accomplishments. This way, you can position yourself in the best way to get hired.

Craft your perfect resume by picking job responsibilities written by professional recruiters

Pick from the thousands of curated job responsibilities used by the leading companies, tailor your resume & cover letter with wording that best fits for each job you apply.

Create a Resume in Minutes with Professional Resume Templates

• Assist with light travel and expense reporting assistance for managers
• Assists other supervisors and/or Plant Manager in the overall operation of the facility; performs special projects as requested
• Provide oversight for recruiting, onboarding, performance management, employee coaching, counseling and policy adherence in conjunction with HR
• Provide administrative assistance for organizational foundation management and other staff
• Monitor and manage the daily work flow in the administrative assistant function
• Create, improve, write down and execute policies procedures
• Provide basic clerical assistance including faxing documents and assisting with mail-outs
• Assist Center Manager in ensuring proper work and paperwork flow, customer service issues, and corporate documentation procedures
• Works alongside the sales team and Distribution Manager to provide excellent customer service, people development and outstanding financial results
• Manages workflow within the office to support warehouse workload and performance
• Workplace operations. Manage contractors/building management/facilities, mail delivery services and other personnel that provide services to the company
• Assist Center Manager in overall business management, including billing, licensing, collections, and general paperwork flow
• Manages workflow for sales team and utilizes time management tools to report productivity to management
• Manage/execute service desk. Make sure comments/questions/complaints are managed well
• Highly organized with strong attention to detail and ability to meet a tight deadline
• Ability to quickly learn new tools and technologies. Ability to communicate and coordinate with a diverse range of people and job functions
• Proactive with an ability to prioritise whilst having a strong attention to detail
• Knowledge of and ability to operate a computer with proficiency in Microsoft Office suite
• Strong interpersonal skills and strong ability to work collaboratively with teammates and clients
• Good command of verbal English and Chinese, knowledge in Japanese culture desirable
• Excellent letter/email writing ability including strong proofreading and editing capabilities
• Excellent written and verbal communication skills; highly refined ability to use discretion with regard to confidential information
• Excellent interpersonal skills; ability to get along with diverse personalities; exhibits tact, professional attitude, maturity and flexibility
• Values efficiency and works quickly; pro-active, highly organized, and fastidious in attending to detail and completing tasks on time

15 Office Manager resume templates

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• Establish and maintain office standards, policies and procedures, including but not limited to administrative and front desk operations, operating hours, mailroom and distribution operations, production center operations, workstation appearance and supplies/files, records retention/destruction. Measure and report results against standards making necessary adjustments
• Assure office facilities are in good working order and supplied appropriately to meet the business needs of the particular area (e.g. meeting rooms, kitchen and other public areas)
• Manage administrative staff to ensure business units have adequate administrative needs met and office functions in accordance with operating policies
• Manage staff desk/office moves within the Santa Monica location throughout the year
• Act as primary liaison with landlord staff for day to day building and office security, parking and maintenance issues
• Maintain office staff by recruiting, selecting, orienting, and training employees
• Maintain office staff job results by coaching, counseling, and disciplining employees; planning, monitoring, and appraising job results
• Provide administrative and operational support and guidance to local office representatives of Wilshire’s U.S. locations
• 5 years minimum experience as an office manager
• Managerial experience with administrative staff
• MS Windows and Office Suite knowledge, including Word and Excel
• Exceptional ability to problem-solve effectively and be very detail-oriented
• Strong written and verbal communication, interpersonal and leadership skills
• Possesses a positive 'get the job done' attitude and remains flexible to our ever-changing environment
• Experience with a multi-lined phone system
• Collect, sort and distribute mail. Prioritise the mail and proactively draw attention to documentation that is urgent
• Sales Meetings – Assist with organising sales meetings and taking minutes as and when required
• Equipping new starters – ensuring that all new joiners in the office are equipped with desk, PC/ laptop, phone, connectivity and stationery
• Coordination of visits to the office (meeting itineraries, meeting room set-up, taxis etc.)
• Prepare internal & external planning
• Maintenance of office, liaising with office suppliers, builders
• Ensuring uninterrupted service on all printers, fax machines and photocopiers
• Ensure office is kept tidy and stocks of literature, merchandise etc. are stacked neatly
• Liaison with electricity, air conditioning, fire safety, security and other vendors
• Vendor / contract management. Negotiate rates / prices with providers
• Stock & cost control
• Accountancy
• Input invoices and expenses into the Concur system
• Send payroll datas to payroll provider and issue associates payroll payments
• File and store invoices and contracts
• Budget follow-up and cost control
• Issue monthly cost control spreadsheet
• Assist Audit
• Work closely with the local HR correspondent on
• Recruitment process
• Onboarding programme
• Organise administrative and welcome process for new hire
• Liaise with legal department for the elaboration of work contract
• Prepare appropriate documents when associate leave the company
• Keep staff register updated
• Holiday and sick leave –co-ordination of signed off leave reports on a monthly basis
• Client Events/Meetings
• Send mailing/invitations
• Keep records of participants
• Proven office management experience ideally in a similar sized Asset Management or Financial Services organisation
• Fluency in French and English is essential
• Ability to interact with confidence and effectively with Senior Management
• Have a proven ability to be a strong team player and promote teamwork and provide support at all levels
• Be capable of growing with the Company and taking responsibility for self-development
• Ability to work under pressure and deal positively with difficult situations
• Excellent organisation and time-management skills
• Displayed ability to work on own initiative
• Attentive to detail / accuracy of work
• Accountable and trustworthy
• Discreet – understanding the importance of confidentiality in the job
• Listening and patience
• Ethics, values, integrity and trust
• Functional technical skills
• Action orientated, drive for success
• Composure and dealing with ambiguity
• Understanding others and organisational agility
• Time management and priority setting, activity oriented
• Good influencing skills, internal relationship and conflict management
• Drive and enthusiasm
• High level of commercial awareness
• Goal and action orientated
• Manage all communications: telephone, fax, mail, e-mail for President
• Manage office correspondence, filings and all office systems
• Support business development activities including publicity materials, events, appointments and mailings
• Proof and edit written materials and coordinate public relations activities
• Handle invoices, expense processing and bookkeeping
• Responsible for account reconciliation and budget preparation
• Prepare and document bank procedures and policies including security, compliance, safety and privacy statement
• Make all travel arrangements and scheduling of meetings for President
• Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources
• Participate in proactive team efforts to achieve departmental and company goals
• Receive guidance with respect to general objectives; in the majority of tasks and projects assigned, determine methods, work sequence, scheduling, and how to achieve objectives of assignments; operate within specific policy guidelines
• Handle multiple tasks simultaneously
• Previous experience in finance, financial analysis and/or academic background in these areas highly preferred
• One to two years related experience and/or training; or equivalent combination and experience
• Proficiency with Word, Excel, and PowerPoint
• Ability to multi-task and manage numerous projects at once
• Tenacious; able “to get things done”
• Word, Excel, PowerPoint and Outlook
• Strong work ethic, creative, self-motivated, able to work independently
• Able to handle a wide variety of activities and confidential matters with discretion
• Ability to function in a fast paced environment and prioritize workload
• 1+ years of Office Management experience including H/R and Executive Assistant
• Establishing/maintaining relationships with office leads and employees - must be a trusted, knowledgeable, go-to resource
• Works closely with office leaders on everyday issues and new projects
• Supervise and coordinate overall administrative activities for the office facility, including supplies, maintenance, alterations, furniture, equipment, conference rooms, and appearance/housekeeping
• Work with Managing Director and other department heads on internal seating and arrangements for office meetings
• Work closely with all office administrators/assistants and departments to ensure day-to-day operations and activities are well planned and professionally organized
• Provide executive-level administrative support to management
• Coordinate meetings and office events, arrange management travel
• Track and maintain management’s expense reports. Maintain office finances
• Manage internal document flow
• Maintain office appearance and office inventory
• Play leading role in coordinating office space management/set-up (e.g., IT, telephone, equipment, etc.) including the anticipation of office space needs and managing office moves
• Manage, oversee and coordinate office services functions including but not limited to company equipment allocation/repair, office/coffee supply inventory/purchasing, distribute/handle mail delivery/shipment, lobby/pantry maintenance, etc
• Monitor day-to-day human resource related functions
• Conduct recruitment – including placing advertisements and manage through requisition closure via applicant tracking system, developing contacts with recruiting sources (e.g., universities, vendors) attending local job fairs, consulting with hiring managers, interview scheduling, reference and background checking, managing orientation and on-boarding
• Evaluate and manage staff performance
• Serve as the point person to monitor answering service, respond to inquiries and route messages to respective departments
• Administration of leave of absence (FMLA, STD, LTD, etc.) and disability claims
• Act as back-up to Staff Accountant for payroll/PTO/HRIS system processing and generating reports
• Serve as liason with Director of HR on event planning (e.g., annual holiday, annual flu/health fair, employee recognition awards, etc.)
• Serve as safety coordinator/floor warden and liaison with property building management for annual drills and training
• Oversee adherence to office policies and procedures
• Monitor employee inquiries and complaints
• Maintain alarm and access card system
• Manage and oversee e-mail set-up and respective distribution lists
• Update and maintain OSHA logs
• Manage and oversee conference room calendar
• BA degree in Business Administration or related field
• Minimum 3+ years’ experience in administrative management and supervisory, preferably in Digital Media
• Working knowledge of human resources management practices, procedures, and legal requirements
• Must be detail-oriented, highly organized, self-motivated, high energy and the ability to prioritize multiple projects simultaneously with great time management skills and exercise confidentiality
• Working knowledge of Applicant Tracking System (ATS) and Human Resources Information System (HRIS)
• Proficient in MS Office (e.g., Word, Excel, PowerPoint, and Outlook)
• Client focused, customer service disposition
• Professional attitude, appearance and presence required
• Passionate about Human Resources, Project Management and Administration
• Internet and Social Network savvy (e.g., Google, LinkedIn, Facebook, etc.)
• Schedule appointments and keep track of Editor/President’s calendar
• Make extensive domestic and international travel arrangements
• Schedule numerous editorial meetings and process visitors
• Arrange office catering for meetings
• Handle mail and answer correspondence
• Organizing work flow throughout the office
• Screen and handle phone calls
• Process expenses, purchase orders, invoices, subscriptions, and freelancer payments
• Speaker liaison for conferences
• Compile a monthly calendar of release dates for economic data
• Ability to respond effectively to the most sensitive inquiries or complaints
• Thorough knowledge of office procedures
• Ability to travel domestically as needed
• Associates degree from two-year college or technical school and a minimum four years of administrative experience and/or training; or equivalent combination of education and experience
• Maintain a high degree of confidentiality and discretion in regards to all matters and documents
• Tracks vacation and time off for all employees, runs & distributes reports and files vacation requests
• Process I-9 forms, explain company benefits and conduct new-hire orientations and setup
• Support Finance Director with project reports, invoice payments & mailing invoices for processing
• Administers corporate Purchase-card expenses for all departments and submits monthly expense reports
• In charge of petty cash distributions, reconciliation and monthly reporting
• Negotiate annual station agreements with vendors
• Assist with safety program, training, conduct accident investigations and record incidents online
• Screen and log calls in a heavy telephone environment and respond directly to inquiries
• Handle correspondence, including typing and drafting communications in Word, Excel or PowerPoint
• Organize and maintain files on all projects and keep updated
• Arrange travel and all accommodations including comprehensive and detailed itineraries
• Keeps track of all office/lunchroom supplies and re-orders as necessary
• Assist sales department with monthly invoice mailings and adding postage, address labels, etc
• Assist with internal communications with staff as well as communications with clients
• Minimum of 3 years administrative experience, preferably in the Entertainment industry
• Minimum of 2 years’ experience using Microsoft Office
• Superior organizational and administrative skills with the ability to multi-task and prioritize work required
• Excellent verbal and written communication skills with all levels both internal and external
• Ability to maintain a high level of confidentiality
• Ability to successfully manage multiple projects and deal with deadline pressure
• Self starter with ability to follow through without supervision
• 5+ yrs of general office management/admin, client billing and bookkeeping
• Sales tax filing and 1098 filings as well
• 2 or 4 yrs Degree a plus
• Handling some internal accounting/bookkeeping
• Administrative responsibilities supporting the Partner, Human Resources, Payroll, Billing, etc
• Billing of our clients
• Administration of the payroll compliance area, checking the reports, sending out letters running weekly reports for payroll compliance as well as the reports for the Company as a whole
• Proven ability to proactively organize and lead initiatives
• Excellent organizational and time-management skills with an ability to multi-task while paying close attention to detail
• Ability to use a Mac
• Desire to learn about office operations with light accounting duties
• Verifying insurance benefits and authorizations, ensuring compliance with federal and state requirements for Medicare, Medicaid, and Social Security
• Collect, post & reconcile cash and billing
• Supervise business office staff and reception
• Able to handle multiple tasks at once
• A “go getter”
• Answering phones, transferring calls & relaying messages
• Greeting and escorting guests, visitors and vendors
• Managing show guest lists, as well as communicating arrival details & requirements
• Receiving and distributing mail & packages
• Managing building calendar for all shows & conference room
• Ordering building supplies
• Coordinating with facility vendors
• Submitting vendor invoices for payment
• Collecting winner affidavits
• Tracking & distributing winner prizes
• Assisting with catering for any meetings or functions
• Interacting with staff, clients, guests and listeners in a professional and positive manner
• Executing new organizational/administrative projects as needed
• Must be extremely punctual, detail-oriented and organized
• Able to thrive in quiet as well as chaos
• Phone/email etiquette a must; committed to customer service
• Professional conduct & appearance a must
• Must be resourceful and proactive
• Experience of day-to-day operational management of an office
• Developing and maintaining relationships with suppliers
• Knowledge of administrative running of an office is essential
• Strong interest in media or international business
• Good working knowledge of all Microsoft Office computer programs including Excel, Word, PowerPoint etc
• Tech-savvy nature, in tune with mobile phones and internet applications
• Fluency in English and French is essential. German is a plus
• Overseeing day to day communication (sort through mail, answer incoming calls and general email inquiries, maintain general office calendar, vacation schedules, and guest accommodation calendar)
• Support the production of all e-flux programming, including exhibition openings, lectures, performances, dinners, and other related events
• Ensure office supply inventory is current and fully stocked (office & kitchen supplies, postage and storage)
• Maintain office equipment; liaise with IT as needed
• Point of contact for office and building maintenance
• Maintain inventory of both in-house and offsite storage facilities
• Coordinate with Programs Manager & Designer on the advertisement schedule and production of advertisements
• Pay incoming invoices on time
• Oversee the hiring and training of interns
• Assist with travel and accommodation for guests
• Liaise with Accounts & Payroll Manager
• 2-3 years of office management/administrative experience
• Strong planning and organization skills
• Self-starter with strong initiative to deliver
• Detail oriented in approach and accurate in execution
• Exhibition planning & production experience
• Attendance at all lectures, screenings, openings, etc. is required
• Strong office administration skills, with a fanatical attention to detail and organization
• Excellent interpersonal skills, including outstanding phone manner, with a diverse range of groups
• Ability to manage multiple projects and priorities, turning projects around in a timely manner
• Flexibility to respond to evolving and unanticipated priorities with poise and good humor
• Strong proficiency in Google Apps and Microsoft Office
• Bachelor’s Degree and 1-2 years office experience (arts administration or nonprofit preferred)
• 5+ years of administrative/office management experience
• Prior experience managing an administrative staff preferred
• Proficiency in Microsoft Office and Outlook required; proficiency in CRM database preferred
• 5+ years of previous Administrative / Office Management experience
• Microsoft Office/Suite proficient (Word, Excel, Outlook, PowerPoint)
• Highly organized
• Able to multitask efficiently and effectively *LI-HD#HR
• Serve as a representative of The Martin Agency New York Office
• Work closely with Operations Department and HR in Richmond on Agency Projects
• Administrative responsibilities for Managing Director, NY:Travel Arrangements, Expenses, Scheduling
• Manage Operations Assistants and Receptionist
• Maintain and manage Department Budget
• Sign Operational Invoices
• Coordinate space for new and existing employees
• Inform ITS/Operations of interoffice employee moves
• Inform ITS/Operations of new employee set ups
• Computer/software requirements
• Workstation employee will occupy
• New Staff Orientation - Familiarize new staff on office/security procedures
• Coordinate UMB's annual CAPX /expense project (non-MIS) forecasting process by interfacing with designated property managers, business unit leaders, and line finance associates in order to obtain/compile a detailed/comprehensive list for review and approval by management
• Manage Capital Budget subsequent to managements approval via loading approved projects in PeopleSoft accounting system, loading projects, loading activities, generating related reports, and other items as necessary
• Provide accounting support to team, coding invoices, entering requisitions, assist in reconciling project actuals to budget
• Prioritize and manage Service Request (SR) reporting and assignment process, work to improve current SR processes
• Ensure project vendors, contractors, and associates operate in a safe manner and are in compliance with all safety laws and regulations
• Administrative support - assist team with making travel arrangements, preparing expense reports, and other items as necessary
• Create, manage, and maintain process for electronic filing of documents
• Convert hard copy documents to electronic form, photos, leases, floor plans, etc
• Assist in preparation of powerpoint presentations
• Assist with preparation of third party vendor documentation, W-9's, and third party vendor risk process
• Coordinate department calendar, VTO opportunities, team outings, and PTO requests
• Communicate, facilitate, & manage resolution to complex issues and challenging situations and personnel
• Escalate decisions, unresolved issues, & variances to the next level of management
• Demonstrates advanced level of verbal & written communication skills
• Demonstrates excellent interpersonal skills
• Demonstrates excellent organizational skills and ability to multi-task
• Demonstrates advanced knowledge and skills in using the Microsoft Suite Office software (Excel, Word, Powerpoint, Outlook)
• Demonstrates ability to analyze and summarize financial information
• Demonstrates ability to create forecasts and budgets
• Demonstrates customer service attitude and focus
• Knowledge and understanding of systems design and implementation (Service Request systems)
• Solid administration and organization skills
• Client Service background
• Knowledge of Los Angeles and surrounding areas
• Strong Intermediate\Advanced Microsoft Word and Excel
• Workable knowledge of scheduling and bidding databases, preferably CETA
• Basic up to date knowledge of employment legislation
• Organized and strong in prioritizing and time management
• Confidence in dealing and building relationships with staff and management
• Diplomatic and the ability to maintain confidentiality
• Flexible attitude to achieve results
• Driven by challenges
• Proactive and takes initiative in problem solving
• Client services focused
• Balance multiple projects around the office simultaneously while remaining focused and flexible to ever changing conditions
• Translate ideas and general experience into actionable steps to consistently deliver results
• Is a clear and succinct writer and communicator, you get messages across to others with their desired impact, with aplomb, and with humor when appropriate
• You learn quickly when facing new problems, are open to change, and excel with the challenge of an unfamiliar task, you also gain insight from mistakes and remain open to feedback
• Most importantly, you easily relate to people, building rapport and collaborative relationships with vendors, clients, senior staff, ownership and various teams alike
• 2-4 years office management/operations/facilities experience required
• Smooth running of reception
• Ensure office facilities and infrastructure is always operational and deal with internal depts as needed: Furniture
• Office supplies
• Liaise with external parties to ensure facilities are always fully operational (Air conditioning, fire alarms, telephones, Plumbing etc)
• Safety responsibility
• Taxi/courier/Travel booking for as needed
• Operate reception when needed
• Ensure tidy, safe, operational office at all times
• Conference and meeting room booking
• Arrange and coordinate events and hospitality as required
• Meet and greet visitors ensuring that you are a professional adidas brand ambassador
• Management and development of Receptionist ensuring all HR matters are addressed in line with company policy and best practice
• Any other ad hoc duties as required
• SAP operation/ invoice processing
• Product & sample ordering
• Travel booking
• Taxi/courier booking
• Dutch and English
• Previous experience in an similar position ideally within a busy PR environment
• ________________________________________
• Serves as office manager. Supervises at least two full-time staff or the equivalent, coordinates personnel actions for department staff and/or faculty, oversees records and filing systems, controls equipment and supplies, and coordinates electronic information systems and facilities and space planning for operations and staff reporting to supervisor. Examines workflow and revises processes to improve efficiency, as needed.records/filing systems. Develops control procedure over all accounting functions to ensure a system of accurate recording of revenue and expenses. Approves all financial transactions
• Assists in developing department policies and procedures and coordinating implementation. Maintains currency or revisions to department, school and/or university policies and procedures. Communicates or documents. Develops forms, flowcharts and systems requirements. Trains, as required
• Reviews, analyzes and makes recommendations to supervisor regarding requests submitted by departmental staff, e.g., expenditure or personnel requests
• Reviews, prioritizes and responds to correspondence and incoming calls directed to supervisor. Researches requested information or takes necessary steps to address issues and resolve problems. Reports actions taken to supervisor
• Acts as liaison between supervisor and his/her subordinates for communicating information, assignments, priorities and special requests. Monitors status of pending items and follows-up, as needed
• Researches, gathers, organizes and summarizes data for reports. Analyzes data for trends or conclusions and presents results and recommendations to supervisor
• Develops and administers budget. Gathers pertinent data to develop projections. Authorizes expenditures within established limits. Tracks and monitors budget activity and analyzes variances. Produces interim financial reports
• Acts as liaison between supervisor and sensitive, confidential or high-profile contacts outside of the department
• Participates in proposal development. Researches and identifies funding sources. Communicates agency requirements and deadlines and develops internal schedules for tracking proposal development and response. Prepares pro-forma budgets. Coordinates production of materials and reviews final product for quality and compliance with agency requirements
• Plans and coordinates special events, conferences and/or seminars. Develops promotional materials. Negotiates with vendors for sites, facilities, guest accommodations and meals
• Develops and implements security related procedures such as office opening and closing routines, recognition of duress signals and key controls. Coordinates security activities with university public safety department. Promotes and maintains standards for security conscious awareness and behavior. Maintains knowledge of university’s crime prevention and suppression programs and services. Ensures dissemination of security related information to staff
• Reconciles select accounts monthly
• Assists in completion of annual review/audit
• Ensures compliance with all government regulations
• Associates degree or Bachelor's degree preferred
• Ability to write simple correspondence, reports, business correspondence, and procedure manuals
• High level of initiative and ability to work in a team
• Prior experience in Customer Service
• Prior Experience in Office Management/Facilities Management
• Prior experience in hiring/releasing staff members
• Prior Supervisory experience
• Work experience of at least 2 years
• Experience in managing the office for a small or medium size business
• Experience in Accounts Receivable/Collections -- desirable
• Proactive, business-oriented attitude
• Great analytical and problem solving skills
• Well organized with good attention to detail
• Good knowledge of MS Office, especially Word
• Self-reliant, trustworthy with high work ethics
• Strong interpersonal skills to handle sensitive and confidential
• Ability to work with employees of all levels within company as wellas vendors and visitors
• Strict attention to details in creating communications andstablishing priorities and meeting deadlines
• 5+ years’ experience as office manager or executive assistant
• Solid Microsoft Office skills including Word, Excel, PowerPoint and Outlook
• Bachelor Degree Required
• 2+ years of recent experience in a similar position
• Consulting background
• B2B Client Management experience
• Required 2-5 years of previous experience in Office Management/Business Management. Must be able to provide a long-term commitment
• Bachelor’s Degree, in Business or arts administration preferable
• Highly organized, independent worker, ability to multitask, with a strong sense of urgency and follow though
• Must be quick to take initiate, being resourceful, and use good judgement
• Must exhibit a high degree of professionalism, maturity, diplomacy, composure and work well under pressure
• Must be computer savvy and have experience with basic IT support
• Exhibit independent and team working skills with the ability to listen and communicate efficiently
• Flexibility and a willingness to perform other reasonable duties as requested, including willingness and ability to stay late on occasion
• Microsoft Office Suite (Outlook, Excel, Word, Powerpoint, Project)
• Adobe Creative Suite (Photoshop, InDesign)
• Quickbooks Pro 2015
• Client communication for scheduling, progress updates and follow-ups
• Material ordering/tracking
• Garden staff scheduling & hiring
• Overseeing of site work
• Handling of job related paperwork
• Tracking costs, filing paperwork
• Payroll and HR
• 2-4 years Project/Office management experience
• Ability to manage effectively
• Ability to work within teams and alone as required
• Strong sales and communication skills
• Attention to details and organizational skills
• Problem solving and decision making skills
• Ability to multitask managing multiple projects at a given time
• Taking initiative to execute projects to highest standards
• Comfort on Mac computer, Office Suite, Quickbooks, Etc
• High School diploma - required
• Minimum 3 years relevant experience in an office environment - required
• General computer skills – Microsoft Office and Excel - required
• Basic bookkeeping and quantitative skills. Ability to setup and maintain basic spreadsheets
• Must demonstrate initiative and be able to work independently
• Data base and file maintenance, ability to draft business correspondence, strong customer service, accuracy and consistency, ability to effectively interface with board members and other community leaders
• Able to lift 50lbs
• Organising and running of the team
• Assist with preparation for the annual company audit
• Maintain electronic filing and the hard copy filling filing system
• Primary link to customers and all customer matters
• Maintain company records at Companies House
• Coordinate all major association events in collaboration with specialist organisers
• General book-keeping including raising all subscriptions, invoices and processing payments
• Assisting with market research and events
• Filing, office document management, printing and maintaining office stationery
• Product dispatch and letter preparation
• Answering phones and front line customer service
• Organisation, efficiency and meticulousness
• Experience working with Sage50
• Supply management experience
• Excellent written and verbal English skills
• Due to the location of this role a driver will be essential
• Tracking and ordering office supplies, snacks, coffee, furniture, and equipment
• Procuring, setting up, and providing basic technical support for all company technology (desktops, laptops, tablets, monitors, phone units, printers, etc.)
• Coordinating with outside vendors to maintain and repair equipment
• Doing expense reports and reconciliations for CEO, supply office, and others
• Managing office and desk layout configurations
• Overseeing logistics for office moves and/or expansions
• Maintaining office cleanliness and organization
• Operating the main company phone line and routing calls
• Leading and/or providing support for office social activities (special lunches, birthdays, parties, etc.)
• Providing logistical support for major events (i.e. our annual client conference)
• Serve as the point person for the office in all administrative matters including managing building access, providing new employees with ID badges and equipment, managing the shipping of packages as well as office supplies for the office, and managing new employee on boarding logistics in partnership with HR and hiring managers
• Maintain relationships with building staff and local vendors (supplies, transport, etc.)
• Responsible for working with the finance team in NY to process invoices from local vendors as well as expense reports for Durham staff
• Serve as the liaison to NYC facilities team
• 3+ years of administrative experience
• Proficiency with the MS Office suite
• Proven attention for details
• Answering phone calls
• Managing customer billing and vendor payments
• Coordinating equipment and computer maintenance
• Maintaining office resume and publications list
• Assisting the principals with various duties
• Website updates
• Receiving clients and consultants, in-going and out-going shipments
• Assisting in the preparation of RFQ/RFPs and press requests
• Management of all all hard and soft services including cleaning contracts, security and mechanical/electrical/building maintenance
• Building fabric maintenance, fixtures and fittings repair
• Mechanical services repair and renewal management
• Business continuity planning
• Statutory requirement testing
• Calculating and compiling costs for required goods and services
• Liaising with estate Landlords and local authorities
• Management of office builds, refurbishments, moves and the cyclical redecorations (external and internal) management
• Sourcing contractors for building refurbishments and ensuring work is completed to standard and within the budget
• Health & safety management and organizing regular health and safety meetings (Arbeitssicherheitsausschuss ASA)
• Appointing and overseeing support staff necessary to maintain the office function
• Managing, inspiring, coaching up to four direct reports
• Identify opportunities to reduce cost, avoid unnecessary spend, consulting and collaborating with peers and senior management
• Other duties as assigned by the Line Manager, and/or VP, Global Real Estate in-line with the position
• At least 2 years of administrative experience is required
• Must be detailed-oriented with the ability to handle multiple priorities with conflicting deadlines
• Strong communication skills and the ability to deal well with phone calls from the public
• Tech proficient with strong Microsoft Office skills including PowerPoint, Word and Excel
• Good command of language and spelling along with excellent writing skills
• Knowledge of AP style is a plus
• Familiarity with WebEx and other online meeting systems
• Self-starting, thorough with superior organizational and time management skills
• Strong interpersonal skills and proven ability to multi-task required
• Working knowledge of, or experience with, procurement and expense management systems preferred
• Familiarity or background in journalism is helpful
• Advanced-level professional competency in written and spoken English language is required
• Office Administration tasks including office equipment inventory, office insurance, leasing, and procurement of supplies
• Mange office premises related issues including equipment repair/maintenance and office safety
• Coordinate office renovation/project planning. Act as the main contact person with building management offices and vendors
• Supervise a team of support staff including office administrator, receptionist, tea ladies, office assistants, messengers and mail room
• Assist with HR functions including recruitment, salary and performance reviews
• Coordinate with different departments and governing bodies to ensure company policies are up to standard
• Minimum of 8 years experience as Office Manager/Office Administration Manager. Candidates with law firm experience will be highly regarded. Experience within Financial Services or a Professional firm will also be considered
• Excellent communication skills in both Cantonese and English
• Strong sense of responsibility, people management and multi tasking ability to meet deadlines
• Ability to assume effect leadership and implement action plans
• Proactive and result orientated
• Competent with Microsoft Office - Microsoft Word, Outlook, Excel and Powerpoint
• Organisational skills and key ability to multi task and react quickly
• Strong communication skills and ability to build relationships with a wide group
• A team spirit and passion to work in an online environment
• Cost approval for goods ordered
• Wireless BU co-ordination
• Admin reporting (cost controls, compliance to the various firm policies)
• Excellent people management and team building skills
• Attention to detail is a key skills required for this role
• Knowledge of UK Health and Safety regulations
• Space planning ability
• Good interpersonal and influencing skills
• Good communication skills (oral and written)
• Intermediate PC skills, including PowerPoint, Excel and Word
• Ability to self-organise workload, set priorities and multi-task
• Ability to sell and negotiate ideas with senior management
• At least 5 years of experience in the role, gained in International Companies and with a genuine passion for luxury
• Strong interpersonal skills; team-work oriented
• Positive and proactive attitude, great organizational and time management skills
• Excellent knowledge of English-preferably native speaker- and French
• Management of the offices situated in Uccle, in close collaboration with the Technical & IT Manager, with which a resource is shared
• Optimal planning of space and organization of offices
• Management of office implementation and office equipment
• Supervision of the reception area (and the receptionist) as well as managing the meeting rooms (including planning, catering, furnishings and equipment)
• In charge of the building’s security (fire, access control)
• Implementation of the Environmental Management System (ISO 14001)
• Management of contractors and suppliers (purchases, office supplies, trades)
• Opens repair orders for all vehicles coming into the body shop for repairs
• Receive cash, checks, and credit card payments from customers and records the amounts received
• Closes repair orders on the computer system in a timely manner
• Files repair orders
• Reconciles collision estimates
• Oversees cashier duties and scheduling
• Follows up on body shop accounts receivable to maintain satisfactory levels of payment
• Sets up training for technicians when needed
• Coordinate payroll and timesheet collection
• Assists body shop manager as necessary (i.e. vendors coordination, etc.)
• Prepares purchase orders for all vendors
• Screens calls, directs them to the proper party, and/or obtains enough information to allow for follow-up that is convenient for the customer
• Maintains a professional appearance and a neat work area
• Four or more years of related experience and/or training; or equivalent combination of education and experience
• Experience in an Office Management function in a fast-paced, corporate environment of some scale
• 5+ years of experience managing support staff
• Ability to flex between a leadership and a “team player" attitude
• Exceptional oral and written communications skills
• Ability to interact with various levels of employees and management with tact and diplomacy
• Experience with essential general office duties/skills including Microsoft Office
• A good knowledge of clerical, administrative and secretarial skills is necessary
• Develop, monitor, and reconcile eight Department Budgets, P&L forecasts and variances
• Manage Payroll, includes monthly billing of maintenance technicians
• Maintain purchasing, receiving, and invoicing for department in accordance with procurement and accounting policies
• Chief Administrator of the HotSOS Work Order System ( or other MMS) which includes the following: manage and monitor all data entry, develop S.O.P's, manage all personnel access, conduct training, and maintain communication for personnel and between other Vail Resorts that uses the system
• Monitor Capital Project expenses in conjunction with project manager
• Manage, update, and monitor the Basic Service Agreements and Contractors list for the Hospitality and Mountain Maintenance Divisions
• Manage staff schedules and personnel administration
• Assist with new applicants and hiring processes
• Allocate available resources to enable successful task performance
• Co-ordinate engineering activities to ensure maximum efficiency
• A good knowledge of Vail resorts system is necessary (training will be provided)
• Organize orientation and training of new staff members as necessary
• Manage projects capital or operations as assigned by supervisor
• Utilize special knowledge and training for the improvement, efficiency and cost saving for Vail resorts operations
• Design and implement filing systems, ensure filing systems are maintained and current (automated and manual)
• Establish and monitor procedures for record keeping, ensure security, integrity and confidentiality of data
• Implement office policies and procedures in line with Vail Resorts systems
• Implement procedural and policy changes to improve operational efficiency
• Prepare operational reports and schedules to ensure department efficiencies
• Co-ordinate schedules, appointments and bookings as necessary
• Maintain a safe and secure working environment and abide by all safety rules and regulations
• Manage other miscellaneous duties such as Uniform orders, the Holiday Greenery order as needed
• Keep up to date on company policies and procedural changes and communicate to department
• A good understanding of building systems and construction
• Provide the necessary administrative support to the Head of the Company’s Branch
• Ensure office is fully equipped and remains functional
• Liaise with suppliers and internal support groups as appropriate to troubleshoot issues (internet, telecommunications, etc)
• Manage general office procurement – e.g. stationery, consumables, kitchen supplies, etc
• Manage rent agreement and negotiations with the Landlord for office and car parking
• Coordinate with appropriate State authorities to manage accreditation for Representative office and its foreign employers, registration and renewal of statutory documents, etc
• Manage document archiving and database
• Manage and control monthly budget planning process for general administration expenses, online budget control, analysis of expenses, insurance of cars, etc
• Manage and control all expenditure associated with general office suppliers, communications and purchasing
• E.g. Taxi and Transfer suppliers & agreements
• Mobile telecommunication services, Mail Centre and Courier Services
• Coordinate with established external Consultant companies to provide support to foreign employees and visitors such as work permits, visas, tax and other associated legal activities
• Manage scanning & coding of all employee expense reports and bills into the Stellent system
• Liaise with outsourced organizations
• Manage employee and visitor travel reservations for complimentary air tickets
• Perform other administrative duties as required
• Confidential information to keep
• Information of Sabre customers and potential customers
• Information of Sabre internal process and procedures
• Information of contracts concluded and contracts negotiated
• Minimum 3 years experience in managing client relationships and working as a licensed Associate is mandatory
• Industry experience required and preferably RBC DS experience
• CSC & CPH is mandatory (must be currently licensed by IIROC)
• Knowledge of the firm’s operations, policies and procedures regarding client accounts, including internal control policies
• Strong Excel skills required for spreadsheets
• Ability to successfully multi-task
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint)
• Highly resourceful, self-motivated with a strong sense of ownership in areas of responsibility
• Able to multitasking
• Coordinate onsite vendor orders and site visits, including regular maintenance and special assignments
• Act as location contact for realty team to coordinate maintenance and upgrade activity at the site
• Responsible for supplies for the office and training various departments on obtaining
• Serve as the main contact and coordinator for a variety of location functions including job fairs, external or internal customer site visits, and internal meetings
• Coordinate catering for special events and internal meetings
• Coordinate employee moves at the location working with various managers onsite and in other locations
• Lead communication and coordination efforts at the location for company efforts such as United Way, Habitat for Humanity, Employee Appreciation Week, record retention, etc
• Serve as the main location contact for available conference and huddle rooms at the location
• Coordinate / schedule onsite interviews on behalf of HR / Recruiting team and onsite managers
• Provide location specific information to visitors to the site (hotels, restaurants, directions from airports, etc
• Advanced communication skills including proficiency in Microsoft Office applications (Word, Excel, PowerPoint) needed
• Working with the onsite managers, coordinate the drafting and updating of the location-specific policies regarding inclement weather and disaster recovery. Update 800#s with building-specific policies
• Work with technology team and managers to ensure new hire systems are ordered and ready at date of hire
• Provide regular updates to broader management team on location-specific issues and events
• Ability to collaborate with peers, subordinates and superiors to complete tasks effectively
• Determine methods and procedures to be used in resolving routine and some complex inquiries
• Generates and maintains confidential files
• High level of analytical work
• Trains other administrative assistants as needed
• Develops new concepts and techniques to improve effectiveness, handles and resolves extremely complex or unique assignments, often exercising independent judgment and initiative. Serves as a resource for others in the same skill area
• May supervise the work of others
• Minimum of 5 years of experience performing a wide variety of administrative support functions and analytical work
• Coordinate onsite vendor activities
• Act as a location contact for various departments
• Assist with financial management, including: reviewing monthly GL/P&L statements that are generated externally, forecasting revenues and expenses, evaluating budget variances, reviewing AR and AP, oversight of payroll and establishing and following internal controls and policies
• Manage relationships with vendors and service providers
• Manage organization of client contract and document retention practices
• Serve as liason with our parent company, including HR/recruiting, regulatory compliance, vendor management and legal departments
• Serving as firm liason with IT consultants
• Assist with firm wide marketing and special events, such as the firm’s participation in conferences
• Provide support, when necessary, to production assistants
• Do whatever is necessary to ensure the smooth running of KNN’s offices
• Answering phones and transferring calls to the appropriate member of staff
• Problem solving - responding to employee enquiries and complaints and taking action, seeking guidance from Senior Management, HR or Facilities if required
• Maintain a list of cleaners responsibilities and ensure these tasks are being completed in a satisfactory manner
• Assisting any Guests to CME group offices
• Offering help to external guests visiting
• Pre-empting the need and ensuring that conference rooms are supplied with catering/flipcharts etc
• Assisting any international visitors from other CME Group offices
• Coordinate with local IT; ensure that appropriate equipment is available for visitors (adaptors, cables, etc.)
• Assisting HR with On-boarding & Exits of Employees/Temporary Staff & Contractors
• Strong Customer Relationship Skills
• Experience within a corporate office management
• Working knowledge of Microsoft Office Suite with administrative support skills
• Must possess strong organizational skills, attention to detail, and customer service orientation
• Supervises the Public Relations Officers (PRO)
• To provide full HR administrative support to the Muscat office with the guidance from the Head of HR - Middle East
• First point of contact for all HR operational staff queries
• Advising on standard policy and procedure queries
• Provides support to PRO(s) when liaising with external agencies and Government Departments regarding the application of visas and Government related documents
• Placing adverts for roles on relevant job boards and social media, as directed by the Head of HR
• Searching for appropriate candidates using a variety of search methods and social media, for referral to the Head of HR
• Initial screening of CVs against pre-defined criteria for Business Services roles
• Liaising with other Business Services departments to advise of new starters, ensuring facilities are ready for first day
• Liaising with property agents and sourcing appropriate accommodation for new joiners where appropriate
• Ensuring any employee's accommodation that are under the Firm's name are monitored and leases are cancelled properly when required
• General administration for the absenteeism record
• Co-ordinate new joiners including assisting in relocation and providing induction
• Co-ordinates and manages all visa requirements/issues
• Liaises with the Ministry of Manpower or Public Authority for Social Insurance as and when required
• Co-ordinates with the health insurance company and maintains the employee cover list
• Ensures performance reviews for all staff are completed annually on the set deadline and kept a copy on file
• Maintenance of HR management systems records and maintenance of up to date personal files
• Liaising with other Business Services departments to advise of leavers
• Co-ordinate leavers ensuring that all bills, visas, final settlement are completed and finalised
• Involvement in ad hoc projects as and when required
• 3+ years of experience as an Administrative Assistant, Analyst or Office Manager
• Bachelor's Degree in Business or a related field
• Working knowledge of Lotus Notes and Prezi
• Establishing and managing filing systems
• Responding to all enquiries and complaints
• Coordinate employee leave and absences
• Manage and control technology cost from planning/budgeting to control on spending including vendor invoice approvals, employee expense reimbursement approvals, regularly review and presentation of financial reports to technology managers
• Drive vendor management through partnering with sourcing team to control cost, drive service excellence and mitigate risks to gain increased values from vendors throughout the contract life cycle
• Proactively address our people?s issues, needs and concerns resulting in a more effective workforce through contribution to global initiatives related to employee engagement, mobility, training and mentoring
• Support the delivery of global ICT?s communication strategy including creation of written communication materials and supervision of the implementation of division-wide program like Town Halls, Learning Series, training development and networking events
• Lead the local space planning and management that supports long term growth in Shanghai
• Supervise the local administration team that supports office management activities
• Minimum bachelor?s degree
• Fluent English and Mandarin language ability
• Knowledge on management accounting and process control
• Excellent communication and presentation skills upward, downward and laterally
• Proficient in Microsoft Excel and Power point
• Willing to do hands-on work
• 8+ years? experience in management accounting or COO function in both commercial and banking industry
• Ability to manage multitasks in a high-pace, time-constrained environment, have ability to implement and maintain internal controls and the mindset for continuous improvement in department operating processes and procedures
• Provide guidance and information to plant associates by communicating Payroll, Human Resources, OSC, and Home Office announcements
• Serve as point of contact for questions regarding plant and company policies and procedures
• Subscribe to the highest customer service standards by answering phones and greeting visitors and vendors in a professional manner. Direct callers to the appropriate department. Evaluate urgency of incoming calls to determine best course of action
• Complete New Hire paperwork in conjunction with Human Resources
• Approve, enter, and monitor associate payroll data
• Provide direction to other office personnel
• Maintain Vendor Net shipping programs
• Enter and monitor production data in iSeries and Vendor Net
• Partner with Home Office Buyer to formulate and maintain production schedule
• Monitor and track received shipments of RGM merchandise, vendor samples, and special items
• Create truck manifest and bill of lading for outgoing product
• Complete additional assignments from plant management, including but not limited to
• Sending and receiving e-mail messages, faxing documents, and making photocopies
• Recording and transcribing minutes from monthly conference call with Home Office
• Assisting with monthly and yearly inventories
• Acting as back-up for other office personnel as needed during absences
• Well-organized and flexible, along with the ability to multi-task, meet deadlines and have the ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure
• Strong computer skills, especially with Microsoft Outlook, Word, and Excel
• Willingness to attend, or learn on-line, college classes to expand knowledge and learn new aspects of the job
• Physical ability to sit for long periods of time and to endure prolonged exposure to CRT
• Some college education
• Knowledge of Microsoft PowerPoint
• Supervisor experience preferably in Accounting
• Greet clients and visitors in a professional manner
• Answer phones and route calls to the proper personnel or take messages when required
• Provide callers with information, such as the address, directions to the location, fax numbers, website information, and other related information
• Receive and distribute incoming mail/overnight packages,station payments;post out-going mail
• Provide clerical support to the sales department
• Assist sales department by developing “warm leads” through outbound telemarketing
• Order and maintain all station supplies, including general office supplies, furniture, and janitorial items
• Maintain station Public File
• Make public appearances on behalf of the radio station if needed
• Additional duties and responsibilities may be assigned as necessary
• Maintains professional and technical knowledge by attending educational workshops
• Organizes and prioritizes large volumes of information and calls
• Sorts and distributes mail. Responds to regularly occurring requests for information
• Answers phones at the FWI corporate office. Takes messages, transfers calls, or fields/answers all routine and non-routine questions
• Tracks and maintains the current FWI property sign out sheets
• Operations reporting and travel coordination as directed by the Operations team
• Orders supplies for the FWI Corporate Office and Field Operations employees as needed and tracks expenditures
• Works independently and within a team on special nonrecurring and ongoing projects
• Types and designs general correspondences, memos, charts, tables, graphs, business plans, etc. Proofreads copy for spelling, grammar, and layout, making appropriate changes
• College degree/BA degree in Business)
• Language skills: Fluency in English and Hindi
• IT skills: General knowledge of MS Office programs (Word, Excel etc)
• Time management skills -Be honest and trustworthy -Demonstrate sound work ethics
• Ability to work in a small bureau with ever changing priorities, yet work at regional and global level with CNNI colleagues as well as internal and external business clients and partners
• You will be responsible for the general well being of the office and those that work here. You will deal with the day-to-day operations as well as developing and managing longer term plans involving the office
• ABOUT THE OFFICE:** We are a satellite office of Rackspace located on Folsom and 2nd in the SOMA neighborhood of San Francisco. The office size is 50-100 Rackspace employees (“Rackers”) from a wide range of organizations (product, sales, marketing, corp. dev., etc.). There is also a co-working space (“Geekdom”) with 50-100 additional non-Rackspace workers. We are looking for a positive, energetic office manager that is passionate about the well being of his/her colleagues. **PRIMARY RESPONSIBILITY**: You will be responsible for the general well being of the office and those that work here. You will deal with the day-to-day operations as well as developing and managing longer term plans involving the office. **RESPONSIBILITIES INCLUDE**: o Manages a small team in charge of the office operations. o Ensures the office is in good condition and coordinates repairs and upgrades when needed. o Manages the various vendors that service the office (food, drinks, supplies, repairs, cleaners, etc.) o Manages the office budget and working with Rackspace leadership to make sure the office is getting adequate funding. o Organizes office wide events for company announcements and social activities. o Speaks publicly in front of the office to convey announcements and activities going on concerning the office and Rackspace in general. o Develops activities to promote Rackspace culture and increase social engagement in the office. o Works with office services team to make sure the office serves the employee needs and is a great place to work. o Works with the IT group to make sure that employees have the resources to do their job. o Works with other members of the office leadership to help make sure employees are engaged and happy. o Helps out with managing the day-to-day needs of Geekdom, our Rackspace sponsored co-working space. o Ensures that appropriate office procedures and standards are developed, managed, and maintained. o Looks for ways to improve office efficiency and cost effectiveness. o Monitors work activities of office services personnel, including mail distribution, copy center, and/or basic maintenance and facilities management, etc. o Keeps management informed of schedules, priorities, and problems of the office o May investigate and negotiate contracts for best prices of office supplies with assistance from Purchasing or other members of the management chain; controls inventories of supplies. o May make transportation and travel arrangements and may coordinate activities with travel agencies and airlines in the absence of a Travel Coordinator
• Is positive and enjoys helping people
• Has experience managing small to medium size office spaces (50-100 people)
• Is passionate about his/her colleagues' well being
• Is organized and pays attention to details
• Strong knowledge of PC applications (MS Office Suite)
• Good time management and problem solving skills
• Excellent written and verbal communication skills to present to both internal and external audiences
• Excellent Project Management analytical, problem solving and negotiation skills
• Ability to maintain strict confidential standards
• Can take the initiative to start and lead on projects to improve the office and the Rackers here
• Payroll & tax payments in accordance with local rules and regulations
• General office management/administration of the bureau as well as employee needs as they arise
• Year-end tax filing in accordance with local and company regulations
• Customs handling
• Office accounting and reporting to our internal accounting partners
• Bank account management/cash management
• On-boarding/off-boarding of local staff
• Visa applications/work permits
• Housing for permanent staff as well as staff that come to India on temporary assignments
• Provide administrative and operational support for the equities legal / prudential team
• Manage travel and meeting logistical arrangements including visa arrangements and travel itineraries (no calendar management is required)
• Provide administrative and some technical support for existing systems
• Document management (filing, printing, formatting, reporting) with potential to expand into assistance with standard product documentation and notices
• Assist in the administration of internal, external and statutory reporting
• Other administrative duties as required
• Previous experience in a financial/professional environment or similar role
• Proficiency in using Microsoft Outlook, Office and applications in Win 7 or above
• Ability to work independently, multi-task and work under pressure
• Team player and self-motivated
• Ability to effectively interact with senior level management and ensure a high level of confidentiality
• Demonstrate flexible attitude, working additional hours where required
• Must enjoy working in an open plan, team environment
• Strong organisational and prioritisation skills
• Ability to solve problems and demonstrate initiative
• Good command of English and be able to manage conversations with English native speakers. Mandarin / Cantonese language skills are advantageous but not prerequisite
• Full responsibility and control of all accounts such as accounts payable and accounts receivable activities
• Welcoming clients
• Dealing with payroll (monthly) for all Irish staff
• Credit Control activities as required
• Bank reconciliations and completion of month end accounts
• Office kit replenishment
• IATI Qualification or similar an advantage
• Experience with TAS Books or Sage beneficial
• Strong Microsoft Excel and PowerPoint skills
• Ambitious and ability to work on their own initiative and confidence to deal with customer queries
• Will have very strong organisational skills and the ability to multitask, work to deadlines and work under pressure
• Reporting to the two stakeholders. A position of great trust
• Prior Office Management Experience Preferred
• Japanese language proficiency - capable of reading and writing Japanese and communicate in E-mails in Japanese if necessary
• Good Communication Skills, Both Verbal and Written
• Exceptional Organization Skills
• Professional Telephone Manner
• Appropriate Mathematical Skills
• Ability to Maintain Strict Confidentiality
• Ability to Prioritize Effectively
• Keen Attention to Detail
• Ability to Work Well Under Pressure
• Excellent Time Management Skills
• Excellent and Accurate Data Entry Skills
• Positive Attitude; Reliable and Dependable
• Self motivator and a team player in multicultural setting
• Minimum three years’ experience in the music industry preferred
• Strong working knowledge of music industry trade and professional organizations
• Prior experience coordinating special events preferred
• Experience working with and maintaining database systems and reports, as well as word processing and spreadsheets
• Able to establish a constructive and informative relationship with employees, management, vendors and affiliates
• Ability to interact professionally with a diverse employee population, and with all levels of staff and management
• Able to work independently and with good judgment
• Ability to prioritize multiple assignments to meet deadlines
• Strong typing and proofreading skills
• Assist with building maintenance and requests to include but not limited to
• Conducting frequent walk-through inspections of Facility for safety hazards, equipment failures, and office aesthetics
• Coordinate with building management and security to maintain optimal functioning of building systems including mechanical, fire/life safety, etc
• Maintain master list of repairs. Lighting maintenance (change light bulbs)
• Coordinate with contractors for facilities renovation and/or construction projects (such as HVAC, electrical upgrades, office relocation etc.)
• Manage the daily maintenance of all office equipment including printers, photocopiers, and fax machines
• Responsible for the upkeep, regular general maintenance, and negotiations for all equipment in all locations
• Review the Financial information for the Facilities Department
• Manage vendor invoices and all expenses pertaining to the facilities department
• Develop and maintain department budget
• Ensure charge backs to the various departments are accomplished correctly and on-time
• Develop cost efficient programs; implement control processes for various divisions
• Optimize Business accounts in the following areas: Messenger Service, Car Service, UPS/FedEx, Travel Services, Office Supplies, Furniture, Catering, and Carting Services
• Responsible for all incoming and outgoing shipments and overnight deliveries
• Supervise the reception function
• Order, stock, and receive supplies including general office supplies, bathroom supplies and kitchen supplies
• Coordinate events for office. Supervise the hiring, training and development of the Receptionists and all Facilities Coordinators
• Liaison with building management personnel as situations arise
• Manage the subleasing of office space and corporate housing
• Coordinate office moves
• Work with Finance and HR personnel on changes in personnel as the occur
• Manage the conference room database
• Manage the Corporate car database
• Work with the various departments on their needs
• Develop the necessary steps and actions for special projects as they arise and follow up with staff to ensure project requirements are completed in a timely manner
• Charged with keeping ample and current supplies of all necessary resources for personnel to perform their task efficiently
• Bachelor's degree in Facilities Management, Business Administration or related field is an asset
• 5 years experience in facilities planning and project management may be substituted for educational requirements
• Demonstrated experience in utilization of current space planning techniques
• Knowledge of the capabilities and administration of security card access and alarm systems
• The Office Manager is responsible for organizing and coordinating local office operations and procedures in order to ensure organizational effectiveness and affiliate environment efficiency
• The incumbent is to carry multiple functions including Marketing & Sales support, managing internal and external events, providing coordination and support for 3rd party service providers
• The Office Manager is a key person in constant optimization and improvement of business support solutions
• Ensure efficient office operation in cooperation with Property management company
• Establishment and alignment of high-level standards of office procedures in alignment with Company’s policies
• Handling of customers services and incoming orders
• Handling of incoming/ outgoing correspondence
• Management and supervising of external events (conferences, lectures, symposia) with Key Opinion Leaders participation in Austria and abroad
• Logistics management for local team participation in internal and corporate events (Kick-Off Meetings, internal sales cycle meetings, trainings, team-buildings) in Austria and abroad
• Ensuring proper travel support to invited physicians and local Shire employees (travel documentation, transportation services, accommodation)
• Tracking up-to-date status and validity of contracts with external providers; initiation of renewal/ reconsideration of old contracts or provide technical implementation for new provider search and selection on a competitive basis
• Management of contracts, negotiations and cooperation with external suppliers (event-management agencies, hotels, graphics, print, transportation, etc)
• Vendor selection process technical coordination and filing
• Prepare and follow up purchase orders
• Coordinate and execute preparation of local marketing materials
• Experience in an office administration position is essential
• Working experience in similar responsibility, preferable in global pharmaceutical company
• Good business and general English skills
• 8+ years executive administrative support experience required
• 2+ years supervision/management experience required
• High level of proficiency with Microsoft Office suite, including Word, Excel, Access, and PowerPoint
• Excellent communication, organization and project management skills
• Ability to work with multiple business groups with diverse needs as well as external vendors (building management, equipment providers)
• Team player with the ability to work independently, demonstrate initiative and exercise good judgement and discretion
• Knowledge of office equipment and current office technologies
• Bachelor of Arts and/or equivalent work experience
• Experience working in the Financial Services industry
• Experience managing Administrative Assistants
• Minimum of five years’ experience as an executive assistant
• Minimum of two years’ experience as an office supervisor or coordinator
• Ability to manage multiple projects with a high degree of accuracy and professionalism
• Proficient in using Microsoft Office
• Must demonstrate ability to learn and continue learning new systems and willingness to take on additional responsibilities
• Must demonstrate ability to work both independently and cooperatively in a team as needed and follow-up towards the successful completion of assigned task
• 2-5 years of related experience
• Manage office recruiting activities in collaboration with recruiting team
• Lead employee advisory committee; take lead role in planning and executing employee events
• Work with regional and office managing partners on internal issues and inquiries
• Maintain confidentiality of records, sensitive conversations and organizational knowledge
• Oversee administrative team, including proofreading and typing of documents
• Relieving on switchboard
• Excellent interpersonal skills and a positive attitude
• High degree of initiative; ability to think proactively and problem-solve
• Excellent project management, decision-making, writing and oral communication skills
• Ability to command the attention and respect of firm leaders
• Strong computer skills, including knowledge of Microsoft Office Suite, web-based applications and email
• Ability to maintain a high level of confidentiality and handle sensitive information
• Ability to confidently and comfortably deliver presentations and speak in front of large groups
• Ability to quickly learn firm policies, procedures, infrastructure and service lines
• Knowledge of employment laws and best practices or ability to gain this knowledge quickly and efficiently
• Knowledge of professional service environment preferred
• Proactively address our people’s issues, needs and concerns resulting in a more effective workforce through contribution to global initiatives related to employee engagement, mobility, training and mentoring
• Support the delivery of global ICT‘s communication strategy including creation of written communication materials and supervision of the implementation of division-wide program like Town Halls, Learning Series, training development and networking events
• Supervise the local administration team that supports office management activities.*LI-KW1
• Minimum bachelor’s degree
• 8+ years’ experience in management accounting or COO function in both commercial and banking industry
• Poised and professional demeanor
• Familiarity with Microsoft Office Suite and Outlook
• Organized, resourceful, and detail-oriented
• Experience supporting a remote office
• Years of related work experience: 2-4 years
• Previous experience in budget management
• Construction and landscaping industry experience preferred
• Assist Sales Manager with responding to clients, coordinating sales calls, email and direct mail communication. Assist in planning and coordination for site visits, FAMS and other sales activity
• Ensure all sales administrative duties and all incoming inquiries are handled in compliance with established procedures including but not limited to: receive, enter and properly distribute all incoming leads to appropriate Sales Manager in a timely manner
• Accurately manage all sales communication with clients including written proposals, group contracts and site tour preparation
• Continually work to identify and solve areas of inefficiency within the sales department. Implementing changes and/or policies that will increase the overall productivity of the office
• Maintain and update all merge forms for proposals and contracts. Insure integrity of documents with proper legal approval for new contract clauses
• Process all group contracts within established procedures, making certain appropriate communication to client and all departments is property complete
• Act as Delphi key operator and administrator for sales team, working through all issues, training and communication to insure data integrity
• Manage at least 1 direct report (Sales Administrator) including time, labor, training and development, goals and annual performance
• Build and maintain strong relationships with key stakeholders and internal departments including but not limited to: Reservations, Conference Services, Leadership, Leisure Sales and Revenue Management
• Manage month end reports to insure accuracy and timeliness of reports and data to include, but not limited to: Sales Productivity Reports, Sales Pace Reports, Lost and Turndown Reports, IATA and Tax Exempt Reports, Delphi Data entry reports
• Open purchase orders and process prepay requests for department, review/process invoices and submit to AP, accurately accrue/forecast for monthly spend, and record/track all POs, invoices and accruals in checkbook
• Reconcile P&L statements for Sales Budget
• Assist the Director of Sales in managing the financials (budgets/purchase orders/travel calendar/forecasts) for group sales
• Supervises completion of basic accounting reports, which may include payroll, A/P, inventory, human resources support, office administration, and facilities support
• Assures that all Company, Operating, Administrative and Business Conduct Policies, and normal business ethical standards are closely followed by all employees within their local Commissary
• Maintains compliance with all Federal, State and Local laws and regulation that affect Commissary operations
• Comply with Federal Regulations and Company safety policies and practices to promote safety awareness in the Commissary
• Coaches and develops a strong staff that supports the Commissary with all financial, payroll, accounts payable and billing needs
• Conducts annual performance reviews for the entire office team
• Sources and recruits for all open office position within the Commissary. Develops a strong pipeline of candidates to fill any anticipated vacancies
• Effectively ensures that all Wage & Hour processes are followed to ensure timely Payroll processing
• Manages the ordering process for supplies
• Partners with all levels of management to ensure that processes are utilized to complete daily and weekly cycle counts
• Partners with all levels of commissary management and employees to assist in the inventory process
• Completes all reporting requests as assigned by the Business Manager and/or GM
• Provides immediate oversight of QA/WIMS Clerks and data entry process/purchasing process
• Place orders with approve vendors for revenue, support and operating supplies
• Maintain vendor compliance, receiving/temperature logs and ensure SOP compliance for purchasing
• Manage receiving staff - briefing and schedules
• Monitor and maintain proper inventory levels through the use of the buyer's tool, weekly counts, daily warehouse walk to check inventory on hand, dead stock, and proper rotations
• Maintain accurate WIMS database regarding UPC's, pack size, product location, vendor setup and maintenance of WOH
• Active participate in weekly conference calls
• Two year college degree or equivalent work experience, 3 or more years of experience in office management
• Minimum 2 years accounting/controller/office manager experience. Supervisory experience preferred
• Excellent working knowledge of computers (MS Office)
• Superior interpersonal and written/oral communication skills with the ability to relate well and cooperate with others to effectively coordinate activities and accomplish goals
• Bachelor's Degree preferred. High School Diploma required
• 1 year of clerical experience preferred
• Must have strong professional etiquette
• Strong problem solving, analytical, and organizational skills
• Process and project management skills
• Ability to manage multiple priorities / streams of work and meet deadlines
• Strong computer skills with advanced proficiency in MS Office, especially with Excel (Pivot, VLookup, Macros), Access, Word, PowerPoint
• Exceptional leadership abilities
• Bachelor’s degree in Business Administration or related field
• At least 6 years of administrative executive support experience within a large, highly matrixed organization
• Prompt follow-through and ability to set and accomplish goals in a fast paced environment with competing priorities
• Ability to exercise poise, tact and diplomacy and handle sensitive and confidential situations
• Analytical ability to gather and summarize data for reports and find solutions to various administrative challenges, and to prioritize work
• Exceptional interpersonal, verbal, and written communication skills a must
• Proficient in Microsoft Word, Excel and Power Point
• Serve as the primary liaison between senior staff, department staff and branch management regarding the financial operations of the Association
• Manage a variety of daily situations, whenever possible, on behalf of the SVP/COO and Vice Presidents of Operations
• Manage and maintain the SVP/COO, Association and Program calendars
• Supervise Administrative Assistant
• Manage all aspects of the financial budget (i.e., personnel, ADP E-Time, office supplies, car service management, meetings and conferences), purchase. requisitions/PO and purchase vouchers
• Assist in the creation of department budgets
• Organize and maintain an effective filing and administrative system for SVP/COO and Vice Presidents of Operations ensuring efficient workflow
• Draft and proofread correspondence, reports, and other documents
• Maintain roster and assist in the production of agenda, pre-meeting materials, power point presentations, minutes, etc., including logistics, setup and equipment requirements
• Manage the production and agenda for meetings, retreats and trainings (Executive Cabinet, Strategic Program Committee and Program Cabinets)
• Coordinate all aspects of travel arrangements, including flights, hotel, local transportation, agendas and itineraries
• Oversee, manage and maintain the Operations Complaint form, evaluating member complaint calls and communicating these complaints to the appropriate Association Office or Branch staff
• Provide additional departmental support when deemed necessary, i.e. special projects
• Create and follow-up on IT Help Desk tickets for acquiring equipment, software or repairs needed, for the operations department
• Facilitate the development and implementation of policies, procedures, and processes to support management and business objectives
• Proficient in Quickbooks 2015, Excel, Word, Outlook and Paychex
• Demonstrable leadership abilities
• Proficiency with Microsoft Excel
• Prior construction knowledge
• Proficient with Microsoft Office Products (Word, Excel, PowerPoint, Outlook)
• Proficient in social media platforms (Facebook, Twitter, Instagram)
• Good interpersonal skills and not intimidated by authority (or profanity)
• Flexible to work nights and weekends as concert schedule demands
• Passion for music, especially live music
• Knows how to operate mac computers as well as an Apple Genius
• Enjoys pets, especially French bulldogs
• Doesn’t mind working alone
• Very familiar with up-and-coming San Francisco Bay Area bands
• 3 years' experience in administrative role in a fast-paced office
• Proficiency with Microsoft Office products
• 2 years' experience in booking travel
• Public Notary license
• Strategic sourcing and purchasing experience
• Project Management experience
• Budgeting experience
• Basic arithmetic skills
• Intermediate algebra skills
• Event management experience $
• Manage daily office activities and be the face of the office. Host local and international visitors including travel bookings, hotels and the master travel schedule
• Coordinate facilities management requests with building management and other service providers. This will include office maintenance, repairs, cleaning services and the set-up for new or relocating staff
• Coordinate telephone and computer/peripheral/copier equipment purchase, set-up, re-configuration and servicing requests with vendors, includes necessary set-up for new or relocating staff
• Supervise common administrative functions such as phone coverage, mail collection and distribution, maintenance of common (IT) drive, common work areas, policing of conference rooms and meeting areas
• Event management, including outings, holiday parties and office catering needs
• Ensure upkeep of office space, coordinate office services, organize appropriate coverage. Develop and maintain adequate inventory of office and kitchen supplies and equipment
• Track all office related expenses and invoices
• Maintain all office equipment, distribution lists, manage IT needs of the office, set up computer and email accounts for new hires, and manage subscriptions to outside services
• Office management experience with comprehensive understanding of daily office operations in a fast-paced environment
• Administrative experience necessary
• Outstanding verbal / written communication and interpersonal skills
• Entrepreneurial, analytical, proactive, highly detail-sensitive team player
• Ability to problem solve independently and propose innovative solutions
• Ability to maintain composure, exercise discretion, and make sound professional judgments in an environment with heavy workloads and tight deadlines
• Ideal candidates will possess a bachelor's degree in Finance or Accounting
• 5+ years of experience in AP/AR, payroll, guest ledger/city ledger and P&L
• The ability to manage in a diverse environment with focus on client and customer services is essential
• The ability to work closely with a team in budgeting, cost controls and monthly reporting is critical
• Excellent Microsoft Excel skills required
• Previous experience in a similar position (ideally graduated from a school specialized in Top Management)
• Knowledge of all main Office Softwares (Word, Excel, Powerpoint and Outlook)
• Autonomous, rigorous and organized
• International background would be a must
• Monitor and manage departmental budget. Reconcile expenses against monthly statements and track payments of invoices, purchase orders, and internal requisitions
• Identify new vendors and negotiate rates for Career Center materials, event rentals, and space reservations
• Hire, train, and supervise one full-time staff and approximately 10-15 student associates
• Event management for Career Center departmental events and special programs
• Monitor reported work hours and reconcile against budgeted and expensed hours
• Maintain compliance records, ensuring that all staff have completed any required university and division training or certifications
• Guide parents, students, and alumni through support calls for our web-based enterprise systems
• Manage Customer Service Representative responsibilities when they are out of the office
• Ensure the efficient and effective organization of the office and administrative operations of the facility, building or campus
• Supervises and leads office and administrative support staff, as assigned, in the effective delivery of services for the C&W team, client, and tenants. Establishes standards and service levels and holds staff accountable. Assigns resources as needed for the building and operation. Develops, organizes, and conducts (as applicable) related on the job training
• Develops and implements the processes, policies, and procedures to execute on the office services and operational needs of the facility
• Responsible for the creation and maintenance a variety of management reports and records as they relate to building operations, services, vendors and contracts, work orders and repairs, budgets, billing and invoicing, payroll, tenants, space utilization, office equipment, purchasing, supplies, etc. Designs, maintains, and updates filing systems
• May oversee the hiring, placement, processing, orientation, and on boarding and off boarding of building staff, and related human resource responsibilities and support
• May oversee the collection of time sheets for the preparation of payroll, reviewing payroll registers and reports for accuracy, submission, and disbursement of checks for building staff
• Ensures the proper coordination and related administrative tasks associated with move-in’s and move-out’s, facility events, meetings, conferences, room set-ups, and related functions and duties
• Responsibility and oversight of all office equipment purchases and related service agreements, supply ordering and inventory, mail and copy services, telephone infrastructure, etc
• May be responsible for the oversight and production of all billing, invoicing, work order tracking, budget controls and reporting, purchasing, payables, and related accounting and reporting functions
• A four-year college degree is preferred. As a minimum, a two-year college or technical school degree is required
• A total of 3 to 5 years of office supervisory experience is required, preferably within a professional office facility and setting
• Experience should include organization of office operations, record keeping, management reports, supervision, hiring, basic human resources, development of organizational procedures and policies, operational support, budgeting and budget control, time sheets, supply requisitions, office systems and equipment, customer service, event planning and coordination, mail and copy work, communications, phones, and reception
• The candidate must possess strong skills and literacy in most office computer products and software, including word processing (Word), mail merge, scheduling (Outlook), spreadsheets (Excel) and other data base applications
• Must be proficient in communicating at all levels in both oral and written form and competent at reviewing, editing, and preparing professional, comprehensive letters, detailed reports and analysis, financial and data documentation, etc
• Understanding of general accounting, financing, and budgeting is necessary. Working knowledge of account payables, receivables, budgets, invoicing, and expenditure control is desired
• Manage and guarantee weekly disbursement of payroll, benefits, and taxes consistent with federal and state wage and hour laws
• Ensure the processing of new hires, temporary workers, transfers, promotions and terminations is accurate and timely
• Critically review and analyze current payroll, benefits and tax procedures in order to recommend and implement changes leading to best-practice operations
• Audit payroll balance sheets, YTD earnings, etc
• Communicate actively with Operations, HR and Billing to review cross-departmental impacts and reconcile data sharing
• Ensure systems are set-up and updated to reflect our current employee base, including wages, benefits, sick and vacation time in line with contracts (union and non-union)
• Manage regular preparation of relevant management reports, including weekly, monthly, quarterly and year-end reports (gross payroll, hours worked, vacation accrual, tax deductions, benefit deductions, etc.)
• Ideal candidates will possess a minimum of two years experience in accounting and payroll. Bachelor's Degree preferred
• Ability to work in a fast paced environment and handle confidential information
• The ability to manage in a diverse environment with focus on client and customer service along with strong interpersonal skills is essential
• Must be able to work a flexible schedule that includes some weekend hours
• Monitor and manage design, acquisition and installation of office layout and furniture
• Coordinate preventive maintenance and repair programs on all building mechanical infrastructure
• Direct and manage any facilities emergencies if any
• Manage files, record systems, office supplies, inventory and assets
• Manage and lead projects
• Facilities management experience
• Experience in relocation/renovation projects is a plus
• Education or qualification in Building Studies / Building Services / Construction is a plus
• Microsoft Office - Excel, Outlook, Word, and PowerPoint
• A team player and able to work with multiple stakeholders and differing degrees of seniority
• (able to maintain relationships / liaise well with suppliers/vendors)
• Responsible for and able to follow-up on requests and projects in a timely manner
• Good organizational skills and ability to multi-task
• Ability to perform and manage technically complex projects
• Work independently without regular direct supervision
• Must be a provider of excellent customer service
• Manage team of administrative professionals, making sure the quality of their work matches the business's needs
• Create a culture of positivity and consistent learning/development for the admin team and larger organization
• Take strategic direction from management regarding events, office culture/morale, and office operations, and with the help of the rest of the admin team, apply that direction to the company
• Assist with budgeting/planning for events, team development, etc
• Managing accounts for office services and deliveries (phone, internet, electricity, etc.)
• Assisting in strategy and implementation for acquiring new products
• Managing a resale channel for reviewed products
• Managing travel and expenses for editorial staff
• A variety of editorial support tasks
• Excellent in-person/telephone/email communication skills
• Clear, clean writing style
• EBay store management experience a plus
• Good sense of humor, positive attitude, and proven dedication
• Raiser's Edge or comparable database knowledge
• MS Office Suite proficiency
• Basic understanding of Outlook and Calendar Management
• Manage the employee uniforms and safety shoes process, including ordering and returning for refund or exchange
• Review and update SOX report and complete SOX requirements for the month
• Submit monthly accruals with AP log on first day of close
• Maintain stock of office supplies
• Ability to complete payroll
• Role of Safety Champion
• Two years office management experience
• Experience of working in a Financial Services environment
• Ability to manage, prioritise and deal with varying demands within a busy environment
• Line Management experience
• Excellent knowledge of Microsoft programmes
• Ability to communicate in an effective and efficient manner
• Ideally experience working in a Research department
• Languages are desirable but not essential
• Knowledge of Peoplesoft
• General office administration duties including, sorting out mail, ordering stationery, filing, archiving, and processing expense claims
• Processing editorial payments
• Dealing with general telephone enquiries
• Managing multiple inboxes
• Being first point of contact for internal departments i.e. facilities, accounts, IT
• Working with editorial teams on magazine features from time to time
• Excellent Organisational skills
• Ability to multi-task and prioritise workload
• Excellent Communication Skills both verbal and written
• Proficient at Microsoft Office
• Manage team of 3 SF-based administrative assistants and receptionist, including interviewing candidates for open roles, conducting annual reviews, approving PTO, and provides year end comp recommendations to management. In addition, escalating employee concerns to management and Human Resources in a timely manner
• Coordinate recruitment for GIB SF including scheduling interviews, logistics, aggregating feedback on potential candidates, and, upon request, communicate offer/no offer decisions
• Facilities Management, including, but not limited to: responding to maintenance issues, ordering supplies, upkeep of office, coordination of courier services, etc
• Provide executive support to various MDs & Directors which includes, managing travel, managing multiple calendars, preparing expense reports and handling phones
• Co-ordinating various office events such as holiday party, volunteer activities, sporting events, summer intern events, etc
• Assist/Coordinate new employee setup in SF (order blackberries, computers, work station, etc.)
• 5 years previous administrative/office management experience
• Ability to prioritize and manage multiple tasks and projects
• Demonstrated computer skills, with an emphasis on MS office (Word, Excel and PowerPoint)
• Good organization, follow-through, attention to detail and problem solving skills
• Ability to take initiative, function independently, and work in a team
• Ability to interact effectively with staff and clients
• Proactively manage the calendar to accommodate shifting priorities and independently schedule appointments including conference calls and video conferences
• Compose, prepare and manage confidential correspondence, reports, and other complex business documents
• Creates intricate presentations and schedules using PowerPoint and Excel
• Answer and respond to incoming calls
• Arrange travel plans and compile itineraries and documents for travel-related meetings
• Maintain budget, payroll, expense records, financial records and confidential files
• Arrange and manage executive offsite meetings and events
• Perform other duties as required or assigned which are reasonably within the scope of the activities enumerated above
• Ability to be resilient, composed, and positive in the face of pressure and conflict
• Must have superior communication and organizational skills, able to work independently yet as part of a team with the finance organization and with the other Executive Assistants
• Exercise extreme judgment when handling confidential matters
• Professional in all dealings with customers, vendors, and ARAMARK employees
• Strong organizational skills and possess the ability to prioritize workload and work under minimal supervision, perform multiple tasks simultaneously and communicate with all levels of management
• Ability to work independently, handle multiple tasks simultaneously and manage one’s own time appropriately given changing priorities
• Demonstrate the ability to act in a professional yet warm manner and maintain competency in a fast paced, demanding work environment
• Must have initiative and decision making skills with the ability to make judgment calls to determine the correct action or approach in non-routine assignments and projects
• Advanced level skills in PowerPoint and all other aspects of MS Office Suite (Excel, Word, Outlook)
• Basic Spanish or Chinese language skills are a plus, but not required
• Management of termination checklist
• Any HR related queries
• Daily collection & distribution of mails and parcel (all Singapore-based KO associates)
• Supporting administrative duties for Pacific Group
• Strong project coordination skills with the ability to leverage others in order to complete projects
• Ability to build professional and respectful working relationships at all levels, internal and/or external to the organization and the ability to respond to client service issues in a courteous and professional manner
• Exercise a high degree of discretion, technical competence and administration ability
• High energy level, comfortable performing multifaceted projects in conjunction with normal activities
• Work well independently and in a team with positive attitude, professional presence and exceptional customer service
• Use extensive knowledge of business practices and priorities to proactively respond to daily issues and requests as authorized, keeping them apprised of critical issues
• Collaborate with the IBM Studio management team and representatives from other resident organizations to set and enforce workplace policies, including use of conference rooms, breakout rooms, mobile seating, etc
• Manage the conference Room Wizard reservation system (email, phone and in-person)
• Work closely with IBM RESO services on maintenance
• Monitor strictly, the 51 Astor Place, 4th floor visitor access list
• Act as the executive and client facing IBM Studio Concierge
• Manage and order supplies (i.e. purchasing supplies via BOND)
• Oversee internal events
• Reset conference space after large events
• Direct maintenance and facility requests to the appropriate organizations
• Assist with special projects and events, as needed
• Maintain an effective and attractive workplace
• Bachelor’s Degree in related discipline. Three years in management in a law office of more than 25 lawyers (preferably a branch office of a large law firm) but not necessarily as an office administrator
• Must have excellent supervisory and leadership skills and demonstrate willingness and ability to delegate
• Working knowledge of computer software applications and programs, such as Word, Excel, Outlook and Power Point in a web-based environment
• Thorough understanding of legal secretarial role and responsibilities, and attorney/secretary relationship
• Strong problem-solving skills, writing and presentation skills, and coaching and developmental skills
• Thorough knowledge and skill with interpersonal relationships and communications, both individually and in group settings
• Strong influence-management, facilitation, motivation, and resolution skills
• Ability to model and create an environment conducive to the values of collegiality and teamwork. Ability to take a leadership position in the office to support and encourage integration with other offices and alignment with the "One Firm" model
• Establishing/maintaining relationships with office leads and employees; must be a trusted, knowledgeable, go-to resource
• Working closely with office leaders on everyday issues and new projects
• Supervising and coordinating overall administrative activities for the office facility, including supplies, maintenance, alterations, furniture, equipment, conference rooms, and appearance/housekeeping
• Working with the director of operations and other department heads on internal seating setup and arrangements for office meetings
• Working closely with all office administrators/assistants and departments to ensure day-to-day operations and activities are well planned and professionally organized, including agency events, client meetings, etc
• Work closely with global HR Team
• Assist in onboarding and off boarding of employees
• Pickup, Sort & Distribute Incoming Mail daily
• Prepare and ship outgoing mail
• Answer incoming calls to PubMatic main telephone line
• Process the weekly provisions order & restock the pantry and maintain appearance of kitchen area: light cleaning required
• Manage office supply inventory
• Book accommodations for visiting colleagues
• Manage, maintain, and coordinate the reception area, conference rooms and corresponding calendars
• Coordinate and organize office events
• Assist the Centre team with the coordination and effective running of the office including the management of staff rosters
• Assist the Centre Manager in all aspects of budgeting and reporting to ensure that information remains up to date and fit for purpose, relevant parties are well informed, and business KPIs are met
• Provide efficient and proactive back office support to the Retail team ensuring that sales and retail KPI’s are efficiently delivered through magNET, that BRM packs are delivered accurately on due time
• Timely update Brand Partner information via systems ensuring that this is accurate and current
• Audit and monitor the activities of the centre office financial services, including cash balances, to ensure compliance with operational procedures and legal requirements, reporting any irregularities to the Centre Manager
• Ensure that the necessary systems and support mechanisms are in place to respond effectively to customer issues and problems, liaising with the London based IT support team to ensure that any breakdowns in technology are resolved as soon as possible
• Proactively seek opportunities for operational efficiency to save the business time and money and ensure the Centre is operating as cost-effectively as possible
• Recruit, manage, motivate and develop direct reports to ensure that they achieve their potential and that their performance contributes to the achievement of business objectives
• Complete Duty Management training and maintain participation in Duty Manager monthly rota
• Other duties as required by the Centre Manager
• The role holder will manage the Centre Service Co-ordinator
• You are responsible for fully complying with the company’s policies and procedures
• At all times you should act in the company’s best interests and in the best interests of those entities which we represent
• You will occasionally be required on a rota’d basis to undertake duty management of the centre
• Professional & Technical
• Vision and Strategy
• Drive for Results
• Inspiring Leadership
• Commercial Judgment
• Entrepreneurial Spirit
• Developing Potential
• GCSE standard or equivalent
• Good degree of financial and logistical awareness
• IT skills: Advanced Microsoft Word, Excel, PowerPoint and Outlook
• Advanced MAGNET
• Advanced MRI
• Comfortable working in a fast-paced environment
• Ability to work unsupervised, both independently and in a group
• Strong computer skills using a Mac
• Approve office expenses for data entry
• Input deposit into bank or review deposit
• Reconcile Petty Cash
• AR Collections Report
• Month end close for 3 companies
• Journal Entries
• Reconciliations
• Monthly Inventory
• New Hire paper work and other HR Responsibilities
• Set up new customers as needed in Encore
• Minimum of four years’ experience in an administrative/accounting management position
• Previous Supervisory experience even as a Lead or Assistant Supervisor
• Intermediate level of Word and Excel
• Prior experience with QuickBooks
• 5-10 years of experience in an Office Management function in a fast-paced, corporate environment of some scale
• Experience managing support staff
• Exceptional verbal and written communications skills
• Experience with essential general office duties/skills including Microsoft Office Programs
• Provide and maintain high quality presentation of the business premises and facilities including equipment, security and cleaning
• Provide professional, pro-active administrative and reception infrastructure, confident handling of all incoming enquiries
• Meet and greet office visitors in a professional manner
• Procurement including purchasing card payment processing & understanding of internal controls & procedures
• Prepare estimates of expenditure, maintain budgetary and inventory controls and make recommendations to management
• Excellent and proficient preparations of presentations, charts, letters & documents
• Monthly T&E and P-Card reconciliation & reporting
• Co-ordinate meetings and events. Able to confidently communicate & liaise with all parties at all levels
• Confident & responsible relationship with clients and executive assistants as well as relevant key personnel & direct reports
• Audit, Business Continuity and Compliance – maintain BCP plan, compliance to policy and Audit findings
• Maintain accurate client database & document repositoryConduct orientation programs for new employees
• Assist CM with Diary/e-mails/Travel/Admin Support and arranging Travel for other team members
• Process invoices, purchase orders & interface with Finance Dept as needed
• Coordination of admin matters: mail, couriers, stationery
• Develop and maintain country Business Continuity Management (BCM) Plan
• Responsible for all office administrative duties including preparation of presentations, scanning documentation, filing, organizing couriers, ordering stationery supplies
• Arrange travel logistics for the Managing Director and the Sales&Marketing team as required
• Liaise with the internal finance team in the execution of new and existing client / supplier contracts
• Provide administrative/co-ordination support for any marketing and public relations activity as requested (Client seminars, industry conferences, client events, etc)
• Telephone answering, taking messages, and dealing with first line queries
• Meeting and greeting clients, providing refreshments for visitors
• Must be able to speak Cantonese and English fluently, additional language skills would be an advantage
• Proficient in Microsoft office and Chinese Word Processing
• Self- starter who is able to work under minimal guidance
• Promotes an understanding of Enterprise Support Services (ESS) goals and contributions to secure necessary support from others to achieve business unit goals
• Serve as liaison with building management on all facility, life, safety, security, etc
• SPOC for Office Managing Partner or designee on ESS services
• Responsible for administrative support assignments
• Influences customers and/or organizational leadership to accomplish operational objectives
• Meets or exceeds the administrative needs of our internal clients by partnering with other groups within the matrix organization, cultivating those relationships, aligning people and processes, and identifying workplace efficiencies to add value
• Sets up full project plans rapidly for teams including; objectives, milestones, priorities, teams, calendar and nature of deliverables such as office moves
• Anticipates what customers will want and follows up on a regular basis
• Creates a knowledge transfer culture within the team
• Excellent communications and customer service skills
• Attention to detail and strong organizational skills are essential
• Experience managing budgets
• Ability to manage without authority
• Demonstrates basic understanding of specialized industry and/or a specific sector
• Must be experienced with all Microsoft Office Tools
• Manages mid size team of up to 15 pp
• Must be flexible to travel within the firm/country
• Schedule must be flexible during office moves
• Bachelor's degree in a related discipline, or equivalent work experience
• Approximately 6-8 years of related experience
• AAS or BS/BA in Accounting, Administration, IT, or related business field with three to five years of related experience
• Experience with trouble shooting PC/Laptop, network printers, and related issues
• Experience updating website material desired
• Acute attention to detail with a level of confidentiality required
• Experience with MS Word mail merges and label printing
• Ability to manage multiple priorities while ensuring superb customer service to employees and managers while ensuring deadlines are met
• Strong software skills including Microsoft Word, Excel, PowerPoint, Publisher, Adobe, and Google Docs/Drive
• Experience with accounting, membership, or other relational databases required
• Experience managing small VOIP phone systems
• Experience with accounting software such as Sage, QuickBooks, ThinSoft, etc. required
• Knowledge and commitment to the YMCA mission and its core values of honesty, respect, responsibility and caring
• CPR and First Aid certification or ability to attain certification within 30 days of hire
• General Accounting Functions
• Owns the Ambulatory Market from a marketing standpoint, with a primary responsibility of assisting the team to drive leads to enable the sales team to effectively sell
• Works with Digital Marketing Team on demand and lead generation effort for this market segments
• Works with Marketing Team writers, designers and technical staff members to assist with the creation and implementation of marketing campaigns for all products within the ambulatory market. Campaigns include email, social media, PPC, direct mail, webinars, and other strategies
• Makes recommendations on all marketing promotions to drive sales revenue
• Makes recommendations on the development of marketing collateral for the ambulatory business segments, including customer and campaign messaging
• Identify and make recommendations on trade show participation and industry affiliations
• Tracks marketing activities and results, and stays abreast of pipeline growth
• Serves as the “Voice of the Customer.”
• Develops deep understanding of our customers – how they buy, why they buy, when they buy, and how to reach them
• Works with the overall Marketing Team to make recommendations to improve win/loss ratios using analytical and personal interviews with customers
• Becomes expert on product and serves as resource to sales team on messaging and positioning
• Works with Sales Strategy on demo data, stories, and scripts for product demos
• Conducts high-level presentations and webinars as needed
• Works with Product Management and Sales Strategy to maintain understanding of competitors and develops winning strategies, and serves as resource for Sales Team in competitive positioning
• Assists with RFP responses when needed
• Develops and maintains relationships with consultants and industry influencers and state and national associations such as MGMA and HIMSS
• Participates in tradeshows as needed
• Maintains up to date expert level knowledge of industry and regulatory trends that influence product requirements, purchasing and utilization
• Minimum 5 years’ of experience in an Ambulatory practice organization or relevant healthcare company
• Results-driven, able to work independently to achieve set goals in a fast paced environment
• Comfortable interacting with a variety of stakeholders (e.g., sales, marketing, development, technical services, etc.) with a demonstrated ability to lead through influence
• A quick learner, with technical and business acumen
• Effective and clear written and verbal communication skills -- a must to be effective in this position
• Excellent organizational, analytical, and planning skills with good attention to detail
• Highly self-motivated and self-directed with the ability to juggle different tasks and effectively balance priorities
• Ability to be flexible and work under changing priorities; comfortable with ambiguity
• Industry knowledge of healthcare administrative or clinical transactions/workflows is a plus
• Minimal travel required mainly for trade shows and company meetings
• Bachelor’s degree or equivalent relevant experience required
• Office management - Administration, liaising with suppliers, dealing with clients, health and safety, call handling, managing the cleaning company etc.)
• IT and telecoms - Managing mobile phones, providing IT support including troubleshooting, security and administration
• Business support - Proof reading documentation, presentations (using PowerPoint), travel and accommodation bookings
• Human Resources - Recruitment procedures, starters and leavers, absence and sickness records, annual leave requests
• Previous experience of working to tight deadlines and working in constant change
• Able to have the drive, initiative and ambition to work in a busy environment
• Strong commercial awareness
• Excellent interpersonal skills to be able to build internal and external vacancies
• Willing to work autonomously and to use your initiative when required
• Serves as office manager. Supervises at least two full-time staff or the equivalent, coordinates personnel actions for department staff and/or faculty, oversees records and filing systems, controls equipment and supplies, and coordinates electronic information systems and facilities and space planning for operations and staff reporting to supervisor. Examines workflow and revises processes to improve efficiency, as needed
• Coordinates implementation of department policies and procedures. Maintains currency or revisions to department, school and/or university policies and procedures. Develops forms, flowcharts, systems requirements, etc., to facilitate implementation
• Reviews and prioritizes incoming calls and correspondence on behalf of supervisor. Responds to inquiries or refers to supervisor, as appropriate
• Acts as liaison between supervisor (and/or other senior department administrators) and their subordinates for communicating information, assignments, priorities and special requests. Monitors status of pending items and follows-up, as needed
• Assists in budget development by gathering, analyzing and reporting data. Provides projections and recommendations, as requested. Monitors assigned budget lines and reports variances
• Assists in fundraising activities. Researches and identifies funding sources, proposal requirements, deadlines, etc. Coordinates preparation and submission of proposals and all auxiliary materials
• Assists in contracts and grants administration. Monitors budgets, prepares and submits reports. Interacts with university contract administrators and funding agency officers to provide information, resolve problems and coordinate on-site visits
• Coordinates department public relations functions, as assigned, which may include special events, conferences, seminars, etc. Negotiates with vendors for sites, facilities, catering, guest accommodations, etc. Coordinates production of promotional materials
• Oversee all office services (including reception, mailroom), interface with the Landlord, Admin Services/ C & W in NYC and San Francisco & a few facilities vendors (e.g. janitorial contractor, HVAC contractor, exterminator etc.)
• Send “Work Speed” Work Requests to the landlord for on demand services
• Gatekeeper of Time Inc security ID cards and JLS Access Cards, including distribution of visitor pass to guests, requesting new or replacement ID card for staff, report lost ID cards or termination to JLS or TI
• Set up audio/visual conferencing, arrange food services for special onsite events
• Monitor pantry, conference rooms, library, mailroom, and common areas
• Review and approve a few monthly invoices (e.g. FedEx, UPS)
• Proficiency with Microsoft Word
• Basic working knowledge of Excel
• Receive, count, and verify all incoming packages, parcels, freight, etc
• Deliver packages to departments and workstations
• Process, sort, and stage packages for delivery
• Prepare all appropriate shipping documentation
• Log all incoming and outgoing packages and freight, etc
• Perform all scheduled and unscheduled pickups and deliveries at JLS and other offsite locations utilizing company vehicle as needed
• Set up before meetings and breakdown/cleanup after meetings
• Coordinate/facilitate any office/equipment moves
• Some minor maintenance of the staff pantries, conference rooms, library, mailroom, and common areas
• A total of 3 to 5 years of office supervisory experience is preferred, preferably within a professional office facility and setting
• Answering phones in a clear and professional manner
• Daily invoicing
• Assist with customer enquiries
• Debtor control
• Fluent in Cantonese, Mandarin and English
• Sound organisational skills and a pro-active approach
• A friendly, team focused attitude
• A keen eye for detail
• Experience using MS Office, utilising programs such as Outlook, Access, Word & Excel and MYOB
• Able to work autonomously as well as in a team
• Have a high level of proficiency along with a mature and pro-active mind set
• Information Management: manage calendars and databases, process expenses, organize meetings, serve as a technical lead for and manager of small projects
• Office Management: Help oversee the initial fit out in our new, beautiful Mayfair office. Manage service providers and supplies, coordinate duties for multiple offices
• Travel management:Book travel and build venue strategy for client outreach, solve logistical challenges associated with a rapidly evolving team travel schedule
• Event Planning:Plan and organize 3-6 events a year, both internal partner events and external client events. Managing venue relationships, service providers and invite lists, organize food/entertainment and presentation related IT, and other program elements
• Community Outreach and Team Building: Help build the credit fund's community -organize team building activities and educational opportunities like "Lunch and Learn," and coordinate the fund's annual Art Grant with local art schools
• Fluency in at least two languages
• Attention to detail, independent thinker and problem-solver
• Experience event planning and speaking to clients
• Software familiarity - especially Outlook, Excel, Word and PowerPoint
• Availability to occasionally work late/weekends when needed. Availability to travel for events we may run outside London may be needed as well
• Procurement including purchasing card payment processing
• Ensure internal controls & procedures are completed with vendor contracts
• Excellent and proficient preparations of presentations, charts, letters & documents=
• Monthly Travel & Expense and Purchasing card reconciliation & reporting
• Audit, Business Continuity and Compliance – maintain Business Continuity plan, compliance to policy and Audit findings
• Maintain accurate client database & document repository
• Conduct orientation programs for new employees
• Assist Country Manager with Diary/e-mails/Travel/Admin Support and arranging Travel for other team members
• Process invoices, purchase orders & interface with Finance department as needed
• Highly autonomous, self-directed, and comfortable working within an entrepreneurial environment
• 2+ years total experience: at least
• Experience coordinating and managing vendors
• Strong interpersonal and communication skills; experience in effectively communicating procedures and processes within organizations
• Can write and speak in English
• Located in São Paolo, Brazil
• Liaiseswith HR Partners in the Dallas Office regarding employee on boarding
• Partnerwith Talent Acquisition to ensure a positive candidate experience Supervisesand coordinates overall administrative activities for the office
• Supervisesthe maintenance office areas and equipment, as well as housekeeping of officefacilities
• Managesthe purchase and vendor relationships ofoffice supplies and catering
• Managescompany assets and any office expenses
• Responsiblefor the facilities day-to-day operations (such as distributing building accesskeys, etc.)
• Participatesas needed in special department projects
• Bachelor’sdegree strongly preferred
• Aminimum of four years of previous experience in office management
• Organizational,multitasking and decision-making skills are essential; knowledge of certaincomputer programs, such as Microsoft Office, might be necessary
• Canmanage multiple projects in an fluid environment
• 2+ years of experience in a Corporate setting as an Office Administrator or Assistant
• Basic knowledge of Employee Benefits and 401k Retirement plans
• Microsoft Office/Suite proficient (Outlook, PowerPoint, Excel and Word)
• Maintain and oversee sale day process and flow according to company policies
• Develop and implement training methods to ensure all employees have essential job skills
• Maintain and develop office staff by recruiting, selecting, orienting, training and supervising employees, and by providing educational opportunities. Counsel and discipline employees as necessary. Plan, monitor and evaluate job performance, and conduct performance appraisals
• Plan office layout, develop office budget, schedule expenditures, analyze variances and initiate cost reduction. Prepare activity and sales reports for management upon request
• Maintain and monitor systems to process customer transactions according to established guidelines. Monitor and keep current with Department of Motor Vehicle laws and regulations
• Interact and coordinate with corporate when new procedures are needed, develop and implement improvements in methods and systems to ensure smooth flow of work and customers' satisfaction
• Interact and coordinate with corporate to develop and administer proper procedures for floor plan payments
• Ensure that all customer payments are processed on day of receipt for timely deposit
• Work closely with Accounting and MFS Collections departments regarding customer payments and monitoring Working Cash Reports
• Administer and supervise all title processing for operating location transactions
• Actively work with other departments to create strong relationships and increase efficiencies
• Review work volumes, plan and continuously monitor staffing levels to ensure efficiency, quality work product, and effective customer service; review departmental performance against key performance indicators and metrics and develop and execute strategies for improvement
• Assists Directors, Executives and Project Managers with special projects, including, but not limited to, PowerPoint presentations, statistical analysis projects to include generating charts and graphs, legal document review and summarization, and research projects as assigned
• Coordinates reservations and travel arrangements for Directors and Executives for business-related seminars, conferences and out of town meetings as requested
• Creates master calendar for Facilities to include all functions, social events, monthly standing meetings, regional meetings, safety meetings, construction & design meetings and other meetings as requested
• Establishes and maintains departmental filing system to ensure prompt filing of documents, purging files periodically as allowed by record retention guidelines
• Facilitates meetings including arranging location, sending out meeting notices, collecting requests for agenda items, preparing meeting hand-outs, arranging for devotionals, taking minutes, communicating meeting schedules, and maintaining meeting records
• Handles routine correspondence. Composes letters/memos/reports for Directors, general and self as appropriate, relying on own initiative or from Directors written or verbal direction
• Maintains daily appointment schedules for Directors, Executives and Project Managers. Coordinates calendars with the master Facilities calendar
• Maintains knowledge of methods, materials, tools, equipment, and technical skills to provide expertise in performing specified tasks with accuracy, polish, and professional outcomes
• Opens sorts and distributes mail. Forwards mail to other areas for action or follow-up as appropriate. Ensures that outgoing mail is processed in a timely manner, using the best means possible (i.e., certified mail, registered mail, UPS, FedEx, etc.)
• Provides assistance with contract compliance by expediting contracts as necessary and obtaining signatures on contracts and forwarding copies as appropriate
• Screens calls for the Director and Executives. Handles all inquiries within empowerment. Arranges call-backs to protect Directors time. Provides back-up materials for call-backs. Routes calls elsewhere as needed
• Screens patient or customer complaints or concerns and directs as appropriate for resolution
• Screens visitors to control interruptions. Announces appointments as they arrive. Makes Directors aware of waiting appointments to assist them in staying on track with their schedules
• Maintains domestic water and waste water County and State reports, contracts, forms and permits
• Prepares and distributes internal facility communications regarding scheduled utility interruptions and works with staff in all departments to mitigate impacts resulting from interruptions
• Provide basic accounting tasks as required to prepare purchase orders, cost estimates, coding of invoices, and rectifying payment with the AP department
• Use of computer systems to support work order system
• Ability to produce work in modern word processing, spread sheet and graphic software
• Maintains and revises as needed and required Department Policies and Procedures
• Provides base station support for hospital radio communications
• Willingly performs other duties and innovations as assigned
• High School Diploma Required/College Preferred
• One year certificate from college or technical school in office administration preferred
• 3 -5 year’s experience as an Administrative Assistant
• Ability to work independently on assigned projects
• Ability to communicate effectively/written and verbal
• Good organization skills required
• Proficient in Microsoft Word, Excel, Power Point and Publisher
• Proactive support of development relative to core business along with being reactive to Front Office initiatives and Customer requirements, in order that business is handled in a controlled and timely manner to customer satisfaction
• Oversee and support the production of the teams, monitor the output, investigate and resolve any issues that are escalated
• Identify and resolve errors promptly and report promptly to Senior Management
• Staff Management-development, cross training, discipline and appraisals
• Adherence to and compliance with the Quality Management System (QMS)
• Thorough understanding of FX & Money Market products
• Proven Man-Management skills having managed multiple groups with diverse skill sets
• Expected to have knowledge of reference data requirements across multiple systems
• Expected to have demonstrable AML knowledge
• Good control mindset, strong error analysis capabilities
• Demonstrable product knowledge – Treasury Products
• Demonstrable knowledge of FX & MM systems
• Demonstrable knowledge on Money Laundering procedures
• Demonstrable Man Management skills in particular team building
• Demonstrable communication skills
• Demonstrable negotiation skills, covering documentary technical, legal or general contract matters at meetings, conference calls or general management issues
• System use skills on Microsoft Office Manager product
• General Office Management
• Office coordination
• Organize office
• Reception operation (Maybe - not 100% confirmed if required)
• Organize office events
• Executive Assistant to CEO
• Expat support
• Book travel
• Organize travel
• Price handling
• Invoice handling
• Experienced Office Manager
• Bilingual Japanese & English
• Can plan and prioritize tasks do manage a high workload
• Confident to work with Senior managers and staff at all levels
• Happy to work in a fast paced dynamic office
• Happy to work in a flat - multicultural office
• Confident in making decisions
• Answering phone lines and acting as a gatekeeper
• Managing outlook calendar including scheduling appointments confirming meetings, coordinating with other Assistants
• Scheduling conference rooms for meetings
• Tracking and processing invoices including assigning cost code and receiving approval from manager
• Enter contacts and prospective leads into both the database and Outlook contacts
• Meeting and greeting guests
• Coordinating travel arrangements including flights, visas, cars, hotels, and other reservations
• Completing detailed expense and out of pocket reports including tracking receipts and charge codes
• Copying/binding marketing materials for Investor meetings
• Working on various ad-hoc projects including presentations
• Monitor email correspondence, alert professional of any urgent issues
• Coordinating food ordering and delivery, maintaining office supplies and equipment and seat locations for new hires
• Coordinating with other Blackstone offices
• Coordinating temporary assistant needs when necessary
• Ordering supplies and keeping kitchens stocked
• At least 5 years of experience, preferably within financial services
• Be extremely organized, responsive and efficient with a high level of attention to detail
• Be a collaborative team player
• Experience with coordinating travel arrangements and processing expenses
• Experience with processes expense reports using Concur would be a plus
• Ability to multi-task and prioritize time sensitive work
• Be comfortable interacting with executives and professionals
• Strong Microsoft Office skills (emphasis on Outlook, PowerPoint and Word)
• Contribute to a positive culture
• Maintain can-do attitude and demonstrate grace under pressure
• Market Leader or Director of Market Operations
• Demonstrated experience should include
• 5+ years of administrative support experience
• 2+ years of executive level support experience
• 5-8 years' experience performing similar functions
• Accounting firm or professional services firm experience
• Basic understanding of technology including phone systems, office equipment, computer equipment, etc
• Strong proficiency with all Microsoft Office applications
• Proven ability to take direction and work independently
• Outstanding time management, multi-tasking and organizational skills
• Proven ability to maintain confidentiality
• Manage office equipment and supply needs
• May coordinate office building/facility matters (maintenance requests, communications, access cards, etc
• 5-8 years of experience in a related field or area
• 3+ years supervisory experience
• Bachelor's degree
• Responsible for answering the main phone line in a polite and professional manner
• Ensure that all New Business references/leads/phone calls are directed to the appropriate CM employee in a timely and professional manner
• Responsible for the coordination of all office supplies including inventorying supplies and cross checking deliveries and invoices to ensure ordered supplies are received and accounted for as well as ensuring the supplies are kept secure
• Purchase of all office/kitchen supplies, as well as keeping the kitchen stocked with the supplies
• Ensure that the reception/kitchen areas are maintained and organized and that any dishes are put away
• Responsible for handling all courier requests both incoming and outgoing including tracking of all courier deliveries as well as reconciling monthly invoices for all courier expenses
• Assisting with the administrative needs of various departments, including mailings, faxing, etc
• Greeting and assisting visitors to CM including providing access to the building
• Work with the Office client teams to prepare for client visits and order items for catered meetings
• Order food, setup & cleanup for New York office functions (Town halls, Company events, and other events)
• Coordinate all business cards requests on a bi-monthly basis
• Send out new employee announcements to all offices
• Provide assistance to various CM employees on an “as needed” basis and complete other duties as assigned
• Prioritize and maintain the day-to-day office operations
• Keep the general office areas organized, cleaned and professional looking, including the conference rooms
• Work with vendors in the building and contact them when problems occur
• Provide a clean desk space for new employees; help pack up former employees desk items
• Manage office floor plan
• Manage the office operations such as subscription renewals, office equipment, accounting processing, personnel, assisting executives with administrative tasks, and answering incoming calls
• HR and Payroll liaison responsibilities including new hire set-up and paperwork, address changes, vacation tracking, and time sheet processing. Oversee the process flow of A/R, A/P, vendor invoices, check request, and billing worksheets for the office
• Prepare expense reports and reconcile monthly statements; Interface with clients and all levels of staff; will help resolve complex inquiries from both clients and account staff
• Will act as the point person for Department of Labor/Equal Employment Opportunity regulations compliance, employee benefits questions and administration, and will work closely with FleishmanHillard’s corporate offices, located in St. Louis
• Manage client and internal billing projects and inquiries
• Interface with clients and all levels of staff; will help resolve complex inquiries from both clients and account staff
• Schedule and maintain calendar of appointments, meetings and travel itinerary for senior level executives
• Prepare proposals, presentations, charts, tables, memoranda and letters using Microsoft PowerPoint, Word, Excel and Outlook
• Research assistance on various projects and proposals
• Will deal with sensitive and confidential information on a daily basis
• 5+ years of administrative experience
• Experience in a billable environment is a huge plus, as is solid understanding of a client service environment
• Understanding of accounting software and practices
• Experience proofreading work for accuracy
• Expert skill level in Microsoft Word, Excel and PowerPoint. Design and desktop publishing experience is a plus
• Ability to multi-task, meet deadlines and handle changing needs of clients
• Ability to illustrate a results-focused approach and commitment to going the extra mile for team members and clients
• Energetic, self-starter and resourceful problem solver – gets things moving and keeps them on track. High attention to detail, with the ability to manage multiple ongoing activities
• Marketing support (15%)
• Some experience working in an office environment
• Good knowledge of Word, Excel
• Experience in conducting basic desk research
• Native-level Mandarin
• Tertiary education degree preferred
• 3-5 years' experience in a similar role
• Proficient with the Microsoft Office Suite
• Excellent verbal and written communication skills, strong interpersonal skills
• Friendly, energetic and a positive attitude
• Demonstrates flexibility, self-motivation and strategic thinking
• Strong attention to detail in composing, typing and proofing materials, establishing priorities and meeting deadlines
• Ability to interact and communicate with individuals at all levels of the organization
• Experience with HR, financial and expense reporting systems a plus
• Clinic policies and procedures
• Medical terminology and insurance practices
• Computer programs and applications
• Grammar, spelling and punctuation to communicate in written format
• Billing practices, CPT and ICD-10 coding
• Managed care, Medicare, and Medicaid guidelines
• Effective personnel management including training staff and delegating duties
• Trouble-shooting insurance problems and appealing claims
• Maximizing insurance collections
• Marketing and public relations
• Work effectively as a team member with providers and other staff
• Flexibly respond to changing demands
• Plan, organize, prioritize and direct the work of others
• Identify claims problems and recommend solutions
• Interpret and understand insurance benefits and reimbursement
• Communicate clearly and concisely
• Ability to establish and maintain effective working relationships with patients, employees, and the public
• Listening—Lets others speak and seeks to understand their viewpoints
• Integrity—Does not take shortcuts. Earns trust and maintains confidences. Speaks plainly and truthfully
• Proactivity—Acts without being told what to do. Brings new ideas to problems
• Flexibility—Adjusts quickly to changing priorities and conditions. Copes effectively with complexity and change
• Follow through—Lives up to verbal and written agreements, regardless of personal cost
• Efficiency—Able to produce significant output with minimal wasted effort
• Experience working with underserved communities, families and/or students
• Excellent organizational and communication skills
• Friendly and able to work well with others in a fast-paced environment
• Commitment to the belief that outstanding school leaders, staff, and teachers can achieve excellent outcomes for all students
• Ability to multi-task and work within an ambiguous, fast-moving, start-up environment, while driving toward clarity and solutions
• Extreme flexibility, with a strong work ethic and an entrepreneurial spirit to accommodate high levels of responsibility and multiple priorities
• Prior administrative experience desired
• Computer literacy, including Microsoft Word and Excel
• Experience working with Ohio information and data systems (EMIS, ODDEX, SOES, etc.) desired
• Applies knowledge of administrative and business processes, personnel management, and budgetary controls
• Evaluates financial and Human Resources management activities to ensure compliance with state and federal laws, rules, and regulations
• Manages, develops, interprets, and applies policies and procedures
• Consults with senior management on matters related to administrative/business management activities and implements administrative policies and procedures
• Serves as a resource to others in solving moderately complex problems
• Manages through subordinate supervisors' activities to support the organization's mission
• Vendor Relationship Management – work with office and certain plant vendors to ensure services are priced at a value to NRG and delivered in accordance with specifications. Includes obtaining quotes and working with a wide variety of vendors; management of approved and qualified vendors including system documentation and involved in coordinating RFQ information to vendors and obtaining quotes – responsible for selection of vendor in some cases; utilize SAP system to manage work orders and purchase orders; and assigned as facility Purchasing Representative and related procedural requirements
• Inventory Management - Inventory is properly secured, identified and reported and that inventory is procured in accordance with company policy
• Customer Management – Support customer billing and related customer service calls as well as support customer events and promotions and perform pricing analysis and contract management
• Overall Responsibility for Administrative Facilities Management including investigation of and purchasing office supplies, office equipment (including telecommunications, IT equipment and services, etc). Responsible for office and plant appearance, renovations and office moves including management of facilities maintenance vendors
• Supervise office staff
• Responsible for provision of overall administrative support for General Manager (and other managers as assigned) including scheduling, travel arrangements and expense reporting – supervise office staff. Also responsible for administration of office programs to employees such as distribution of information, scheduling and coordination of human resources activities such as drug testing and other physical testing requirements and other employee relations programs such as management of marketing materials, uniform purchasing, etc
• Ability to effectively communicate (verbal and written) at all levels of the organization
• Ability to prioritize and accomplish tasks assigned by multiple sources
• Ability to manage vendor and customer relationships including contract management process and contract negotiations preferred
• Associates degree or BA/BS in business related disciplines or equivalent work experience
• Minimum of five years working in office administrative position or equivalent
• Office administration – scheduling conference rooms, managing visitors and reception, package and postage deliveries and pick-up, employee requests, supply orders
• Facilities management – work with landlord and Facilities team to coordinate facility maintenance and escalate any infrastructure issues
• Fleet management – manage all SolarCity vehicles assigned to the office (both operations and sales), maintain vehicle records, maintain driver assignments in fleet management system, coordinate with Fleet team on all new orders, vehicle transfers and maintanence
• Vehicle ordering – work with fleet team to place ane manage orders for all Sales cars, administer vehicle documents, assign vehicles to drivers, manage inventory to ensure minimal excess vehicles against need
• Design filing systems and ensures that these systems are up to date
• Maintain the office budget and records all expenses
• Ensure that personnel files are up to date and secure, and that transfer and disposal of records are carried out effectively
• Ensure that there are adequate office supplies available for use and work with Facilities team on Office Supply needs and budget
• Handle customer complaints and inquiries
• Ensure that all the office policies are properly communicated to the staff
• Conduct new employee orientation using standardized materials from PE, promote Peer Mentor Program among hiring managers, and follow-up with new employees at the end of their first day
• Train new employees in office procedures, telephone systems and office equipment
• Serve as primary point of contact for home office with Facilities, Fleet, HR, Accounting and IT departments at headquarters
• Coordinate with HR and IT departments regarding new employee equipment setup, desk locations
• Coordinate with Facilities on new infrastructure needs or improvements (furniture, building modifications or improvements)
• Additional duties as needed
• Relevant experience working in a high-growth company
• Must be proficient at multitasking and competent in project management
• Advanced proficiency in Word, Excel, PowerPoint, and other computer applications
• Significant leadership, communication, and organizational skills are required
• Ability to positively and effectively interact with internal and external customers
• Regular, reliable and predictable performance required
• Must be able to successfully pass a pre-employment criminal screen. Additional pre-employment driving and drug screens may be required based on job responsibilities
• Must have a clean driving record (example- no DUI in the last 5 years)
• Must have a valid state driver’s license
• Provide support to Executive Level Staff
• Provide support to LBG General Super, Safety Director
• Provide support to HR & Accounting Department
• Direct, Support, and Administer with Administrative Support Team associated duties as further described below
• Manage reception and their associated duties
• Review/Enhance Policies/Procedures for
• Job Site Set Up, Mail, Reception, Risk Management, Safety, Lifegaurd, Supplies/Ordering/Inventory, Job Descriptions, Negotiate Vendor Contracts
• Track Inventory/Purchasing
• Badging Program (look at additional uses)
• Use of Pro-Core
• Documentation From L drive To Pro Core, Centralizing Site Documentation (including safety)
• Keep Web Site Updated
• Coordinate the setup of work stations within the main office
• Coordinate New Hire set up with HR & IT, i.e. computer stations, phone, cell phone, contacts and directories
• Coordinate with IT department to insure Field office have proper support, back up and other associated IT support
• Direct, Support and Assist the Administrative Support staff to ensure the following duties are executed, properly, effectively, & efficiently
• OFFICE ADMINISTRATION
• 10 years of experience
• Manage the Office Administration Team
• Maintain and streamline office administrative operations and procedures (e.g., catering, office supplies, travel booking, mail distribution, expense processing, etc.)
• Identify areas for administrative improvement and implement process changes
• Special projects including event planning for annual functions, company swag, etc
• Daily interaction with high-level clients both internally and externally
• Fill-in as needed for any role on the Admin team (e.g., vacations or when scheduling issues arise)
• Perform general office duties: faxing, copying, memos, binding books, company correspondence, travel booking
• Run various errands for the office as needed (on and off-site)
• Perform other business-related administrative duties
• At least 8 years of progressive experience in an Administrative or Office Manager role
• Bachelor’s Degree required – preferably in a business-related field
• Excellent verbal and written communication and organizational skills
• Self-management, multi-tasking, team orientation and project management skills
• Working knowledge of MS office products and excellent proficiency in Excel and Word
• Attention to detail with a high-level of accuracy
• Supervising the department’s administrative staff and student workers
• Fiscal/budgetary responsibilities
• Course scheduling and enrollment management
• Technical/equipment liaison responsibilities; and
• Human resources administration for faculty, classified staff and hourly wage/student wage employees
• Should be capable of independent work, very organized and self-motivated
• Must be willing and able to learn a broad range of administrative systems and procedures
• Must be able to work collaboratively with the department chair and others in order to solve problems
• Must have excellent customer service and communication skills and be able to excel in a fast-paced and demanding environment while juggling multiple projects; and
• Fluency in the use of technology (i.e., Microsoft Office, database use and Internet) and ability to acquire new technical skills as needed
• Supervisory experience or an aptitude for leadership and the willingness to assume a supervisory role; and
• Previous experience in a higher education setting is desirable
• Responsible for managing the day-to-day operations of five LA offices
• Organize and maintain the office on a daily basis including but not limited to ordering all office supplies, snacks, and lunches for staff
• Schedule transportation and delivery items in between all LA locations
• Manage a team of Office Coordinators at all office locations
• Manage parking at all offices
• Work directly with the Director of Real Estate & Facilities to execute all facility needs
• Work closely with the Studio, IT, HR, and Production teams to ensure smooth office operations
• Develop and implement new administrative systems when required
• Point of contact for office wide communication
• Manage all internal and external office moves
• General handy work such as hanging artwork/pictures, moving furniture, unloading/lifting heavy boxes, putting small furniture items together, fixing broken desks and tables, changing light bulbs
• Manage office floor plan & seating charts. Must be able to work with all managers and be able to anticipate needs for space
• Management of expenses and vendor invoices over several web based portals and monitoring and approving team purchases
• Serve as a direct contact for vendor relationships
• Maintain the BuzzFeed culture and be the point of contact for employee office needs
• Facilitate any ad hoc office requests
• Providing leadership, coaching and mentoring to a team of Adviser Assistants
• Monitor work activity and work volumes and compiling relevant updates to management and reporting as required
• Identify any training needs and skills gaps
• Ensure all team functions and processing complies with internal controls
• Conducting regular team meetings, individual catch-ups as well as formal performance reviews
• Communicating product, system and regulation updates to your team
• Collaborating with other areas to solve issues and meet client needs
• Liaising with other teams on quality issues such as errors & escalated items
• Identifying and implementing ideas to improve team and business efficiency; and
• Drive consistency of processes, including engagement with SSC&O to identify opportunities for improvement
• 5-10 years of related experience
• Proven leadership skills
• Excellent organizational, planning and problem-solving skills
• Demonstrated strong interpersonal skills to build relationships with senior leadership
• Flexible and adaptable personal style with a passion for excellence
• Supervises all non-physician staff at the office
• Responsible for coordinating all information, service statistics, billing data and other financial data with the central billing office
• Manages staffing to ensure appropriate coverage at all times, hires staff as necessary and coordinates scheduling
• Designs and manages scheduling systems with physician approval to maximize patient satisfaction and office efficiency
• Responsible for communicating operational and financial status as needed and is the liaison with the central billing office
• Responsible for designing systems and managing the daily function transactions of the office
• Prepares documents for billing physician encounters, enters data, ensures that referrals are received, performs referral management, etc. Ensures that physician billing is accurately entered into the IDX system
• Associates degree preferred or equivalent experience
• Two to five years experience with financial management, operations and staff supervision in a private physician's office or other health care setting required
• In-depth knowledge of private practice office systems, including but not limited to insurance systems, policies and procedures as they impact on the practice, patient flow, patient relations, staffing, budget and financial reporting, billing systems and medical practice operations. Knowledge of insurance coverage systems, including but not limited to co-payments, referrals, PPO and capitated products preferred
• Strong orientation to patient care
• Running the front desk operations: Handle all administrative functions including answering telephone calls, greeting visitors, referring callers to appropriate staff and/or taking and delivering messages to staff members
• Support the Panning and Operation of Employee Morale Events
• Office and Kitchen Supply Maintenance: Prepare, consolidate and submit for purchase specific supplies as requested by DNC employees. Also responsible for ensuring kitchen is clean, loading and unloading the dish washer, and office and kitchen supplies are put away in an organized manner
• Facility Support: Responsible for the facilitation with the building company on DNC building issues and needs. Provide new employee setup and support office moves and the purchasing of office furniture
• Calendar Scheduler: Schedule conference room calendars and conference call line calendars
• Meeting Coordination: Ensure that conference rooms are meeting ready with all requested supplies. Coordinate breakfast or lunch to be served as necessary
• Document Support: As requested, provide development and maintenance of reports and documents in MS word tool set. Must be proficient in Word, Excel, and Power Point and will be expected to support document preparation as well as document production
• Must be very customer-service focused and detail oriented individual with excellent communication skills both orally and written
• Ability to work cooperatively and collaboratively with all levels of employees and management
• Demonstrated ability to work independently or under only general direction, light supervision
• Microsoft Office Suite (Word, Excel, Access, PowerPoint) experience a must
• Providing administrative and secretarial support to Shanghai team
• Scheduling arrangements for the whole team
• Handling financial and reception issues to ensure the office runs smoothly
• Current active DOE Q or DoD TS clearance (those without a clearance will not be considered)
• High School diploma and a minimum of five years direct experience with administrative responsibilities, preferably in a Government, DOE or Military environment, including working in a classified environment and controlling and managing classified matter
• Have or actively pursuing Associates or Bachelor’s Degree in Business, Records Management, Information Technology or related field preferred
• Demonstrable competence with Microsoft Office programs (Word, Excel, PowerPoint, Access, and Outlook) and Federal civilian and/or military central systems
• Advanced computer skills including information management, using and managing data, setting up and troubleshooting electronic processes to streamline administrative procedures
• Clear capabilities in managing external communications, training, office management, and information archival
• Excellent written and verbal communication skills. Experience interacting with mid-level management required; interaction with senior management level preferred
• Experience in nuclear weapons programs preferred
• Ability to meet deadlines, and track actions, and follow-through on multiple (often unanticipated) daily, weekly, and monthly tasks
• Ability to maintain attention to detail in a multi-project work environment with frequent interruptions
• Ability to exercise mature judgment and make independent decisions in accordance with established policies, rules and procedures
• Scheduling and prioritizing Portfolio Director’s and his staff’s meetings, teleconferences/video, teleconferences,
• Arranging for all travel for the Portfolio Director and his staff: prepares itineraries, planning for support needed at destination, accurately completes and tracks expense reimbursement vouchers,
• Planning, coordinating, and supporting a variety of meetings and presentations including arranging for venue, catering, duplication of materials, audio-visual needs, etc. Assess and improve processes as needed
• Preparing correspondence (including memos, letters, and corporate forms) in accordance with MITRE’s policies for the Portfolio Director and his staff,
• Maintaining security of sensitive and privileged information,
• Handles privileged information with sensitivity, maturity and professionalism,
• Communicates effectively, in oral/written formats, with a diverse population on sensitive topics, exhibiting strong communication and organizational skills, attention to detail and accuracy,
• Organizes data calls and edits / consolidates responses prior to distribution to ensure that correspondence is consistent, coherent and in one voice prior to distribution to sponsor and corporate officers,
• Meets all requirements (training and security) to have and maintain full access to sponsor’s network,
• Posts and distributes documents to sponsor’s data repository and to the MITRE’s various Sharepoint sites, --Prepares graphics, presentations and/or spreadsheets,
• Drafting routine correspondence including HR forms; ordering supplies, answering telephones; mail distribution; and processing time sheets
• Ensure that the front office is open during hours of operation
• Maintain the department credit card and order supplies for the department
• Maintain the budgets and process reimbursements for both departments as well as those of the research centers that are housed within each department, the Institute for Philosophy and Public Policy, and the Korean Studies Center
• Manage grants for faculty
• Hire and supervise Federal Work-Study students to ensure front office coverage during normal business operations
• Work with faculty to ensure all book orders are placed and available in the University Bookstore in time for each semester
• Submit academic schedules for each department, in consultation with department chairs and with the Scheduling Office
• Facilitate the organization of events for both departments and centers
• Supervise the other employee in the office
• Maintain Web sites for departments and centers; and
• In consultation with the department chairs, the incumbent coordinates faculty and staff moves to new offices
• Experience in an administrative role (experience within George Mason is preferred)
• Excellent customer service and written and verbal communication skills; and
• Experience maintaining Web sites, as well as proficiency in Microsoft Office suite
• Previous experience in higher education is a plus
• Four-year college degree in associated major (or equivalent work exp)
• Comfortable in a fast-paced environment where no two days are the same
• A consistent history of success and exceeding expectations
• Familiarity with Salesforce not required, but a plus
• The ability to work independently and juggle multiple priorities
• Very strong written and verbal communication skills
• Previous line management experience
• Facilities and/or property management or office coordination experience, from a high level, required
• Shipping and receiving experience preferred
• Proficiency in Microsoft Office Suite is required
• The ability to prioritize and handle multiple tasks in a dynamic environment is essential
• Provide on site administrative support and manage the front office of a high visibility program
• Maintain the office calendar and managing appointments
• Answer telephone, prepare e-mails, and faxes
• Organize meetings, schedule conference rooms, and take meeting minutes
• Prepare travel arrangements for managers
• Manage hardcopy and electronic files
• BA/ BS degree in related field highly desired
• 5 or more years of IC administrative support required
• 2 or more years of supervisory experience preferred
• Must be proficient with MS Word, Excel, PowerPoint and Outlook
• Strong knowledge of MS Project desired
• Understanding of mission requirement of the IC
• Availability for occasional local travel desired
• Onsite point of contact regarding management of all aspects of day-to-day office operations, which include, but are not limited to: working with building engineer, ordering/stocking of office supplies, equipment service calls, greeting visitors and guests, and answering/forwarding of incoming calls
• Review and approve facility related invoices for accuracy, enter into Excel tracking spreadsheet for final approval and payment. Ensure invoices and packing slips from other locations are being received and entered accordingly
• Ensure new hire workstations and/or offices are setup with a working extension, unified messaging, nameplate, starter kit of office supplies, welcome packet, access card, and swag
• Provide logistical assistance and support for HR, Learning and Development, and Recruiting teams as needed for interviews, training classes, and social events
• Assist with maintaining safety measures: keep evacuation plans updated, ensure fire extinguishers are being serviced, monitor building for potential hazards (exposed cords, hallway blockages, etc
• Maintain an up-to-date electronic version of the floor plan and phone list for each location
• Maintain an updated Operations Manual regarding office policies and procedures
• Demonstrated ability to manage multiple projects in an accelerated environment, while maintaining meticulous attention to detail
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Visio)
• Strong written and verbal communication skills a must
• A team player with cross-functional awareness
• An analytical mind capable of learning quickly, adapting to change, and problem solving
• A Self-Starter with an ability to prioritize tasks while working in a high pressure and fast-paced environment
• Prompt and regular attendance essential
• Professional, engaging and upbeat
• Responsible for the coordination of work flow for the brokers
• Communicates events to employees and brokers pertaining to office closing
• Supervises office support staff in the areas of accounting, financial management, commission accounting, and administration. Evaluates work product of team to ensure the delivery of quality service, both internally and externally
• Controls all DTS entry
• Responsibility for timely and accurate closure of the books each month. Provides active support to monthly variance analysis and management reporting. Leads forecasting and budgeting efforts for the greater Los Angeles region. Ensures monthly responsibilities are in accordance with SOX requirements. In conjunction with Managing Director will develop annual operating and capital budgets. Will conduct revenue/expense analyses and provide corporate management reports as required
• Directs the maintenance of listing and transaction files, ensuring compliance with local, state, and federal regulations
• Ensures efficient office operations by overseeing office equipment, facilities management, and supply expenditures
• Conducts vendor product reviews and formulates expense approval decisions within the framework of corporate policies
• Administers local office awards and recognition programs as well as oversees any business promotion and/or publicity activities
• BA/BS Degree in Accounting or Business
• 10+ years of experience
• Experience in general accounting, account analysis and reconciliation, and variance analysis experience required
• Experience working with a large ERP system a must; Great Plains, Clarity, and/or Hyperion a plus
• Strong oral and written communications skills
• Strong analytical skills required Intermediate knowledge of MS Excel and Word required
• Ability to work with minimal supervision and to interact at all organizational levels
• Independent, self-starter, team player, timeliness, accuracy, (attention to detail)
• Excellent organizational & prioritization skills to deal with multiple deadlines
• High degree of professionalism and passion for success
• Excellent communications, follow-through and follow-up, meet commitments and deadlines, perform other duties as required
• Promotes and exhibits high degree of customer service to both internal and external parties
• Four years of administrative office experience including customer service
• Ability to work independently and contribute to a team environment
• Proficient in: Microsoft Excel, Outlook and Word
• Travel may be required for training and in the performance of duties related to this position
• Regarded as an expert source of information on processing transactions; completed work is reviewed for conformance with policy requirements; numerous and varied guidelines are adapted and applied
• Performs specialized duties in a defined functional or program area involving a wide variety of problems or situations; develops information, identifies interrelationships and takes actions consistent with objectives of the function or program serviced
• Preparing budget estimates and reviewing status of funds reports to determine if projected or expended funds are consistent with the overall budget allocations
• Applying analytical techniques to the identification, consideration, and resolution of administrative issues of a procedural or factual nature. Makes recommendations to management and implements new administrative procedures
• Advising personnel of and implementing changes in administrative regulations and work processes
• Applying analytical techniques to the identification, consideration, and resolution of issues or problems affecting the administrative operations in a facility, including, but not limited to budget, procurement, property and space management, travel regulations, human resources, worker’s compensation programs, information systems, safety and health programs
• Purchasing routine and specialized supplies, equipment or services using established procurement methods. This includes reviewing and evaluating proposals and quotes, performing price analysis, an negotiating contract prices and terms with contractors
• Training newly hired administrative staff and guiding them through appropriate office procedures and personnel regulations
• Coordinate all transportation, working closely with the bus company and families (routes, bus cards)
• Coordinate field trip transportation
• Order and maintain inventory of school uniforms, help students with uniform issues or concerns
• Fulfill all data requests related to MARSS, STAR and foundation reporting
• 3 or more years of office experience and proficiency in Microsoft Office required
• An aptitude for learning and working with new technologies
• Interest in student advising and support services
• Excellent interpersonal, verbal, technological, and written communication skills
• Flexible and team oriented with a positive attitude toward customer service
• Highly organized with attention to detail and the ability to handle a variety of tasks independently, with many interruptions, and from different people
• Experience working with students in a higher education setting, adult students a plus
• Familiarity with Banner student information system
• Ensure office equipment and IT functions are operating effectively and communicate effectively with external support personnel to correct areas that are not
• Provide administrative support to office staff such as initiating or completing communications, maintain standard schedules for review (insurance, etc.)
• Support records management and scanning processes
• Place orders to maintain supply inventory and other office requirements
• Communicate with family members about daily support tasks
• Assist in travel arrangements when requested
• Coordinate with multiple vendors and agents of services for organizational needs
• Provide coordination for use of conference rooms and other facilities by resident entities
• Take initiative to problem-solve and seek assistance when issues arise in the office
• Excellent communication skills geared toward customer service
• Strong sense of integrity and confidentiality
• 5+ years of experience providing administrative or general office support
• Will be the point person for building and property management for both the San Francisco and Palo Alto Offices
• Serve as the contact for maintenance, mailing, supplies, company wide events, invoices related to expenses for multiple offices
• Works with IT team for staff changes, including processing new hires and departures, including setting up workspace, access cards
• Author and maintain internal facilities documentation, including office floorplans and seating charts
• Manage contract and price negotiations with office vendors
• Partner with Facilities Management and HR to develop and maintain office policies as necessary
• Organize multi office operations and procedures
• Coordinate with IT team on all office equipment
• Manage office budget and ensure accurate and timely reporting
• Greets and assist visitors
• Willingness to travel between multiple regional offices
• Organize and schedule office wide meetings and events
• Assist with logistics of domestic and international employee visits
• Maintain and order all supplies and coordinate food orders for multiple regional offices
• Keep kitchens organized and stocked with supplies at all times
• Maintain all conference rooms' cleanliness and general appearance of the office
• Retrieve and distribute mail, manage distribution of business cards
• Manage FedEx account and handle shipment of outgoing business related packages
• Manage off business hours deliveries
• Coordinate logistics for hosted, after-hours industry related events
• Technical Purchasing -Oversee all aspects of the Technical Purchasing program, including working with vendors to create standards and provide quotes to end users, completing paperwork, tracking orders and packages, and maintaining order history. Manage student office staff and the implementation of procedures and recommended policies
• Project Coordination - Coordinate and monitor all aspects of internal projects from initiation through delivery. Manage schedules and budgets to ensure goal attainment. Serves as liaison between organizations (internal and external) to ensure all targets and requirements are met
• Budget and Vendor Management – Work with University Planning to forecast future budget needs and track current year expenditures. Ensure that management understands their budgets and assist in training if needed. Assist with invoice management and tracking
• General Office Operations- Analyze and organize office operations and procedures such as hiring and onboarding of personnel, information management, filing, requisition of supplies, inventory, and other clerical needs. Draft monthly, quarterly and annual reports in conjunction with other mangers. Maintain professional contact with customers and outside vendors
• Proactive problem solver
• Microsoft Word and Excel proficient
• Ability to effectively prioritize and execute tasks. Must be able to multi-task
• Ability to quickly change focus between support or project work as required by the needs of the business
• Ability to present information to both technical and non-technical audiences, ranging from end users to CIO
• Several years of experience in a similar role
• Experienced in handling a wide range of administrative and executive support related tasks
• Work independently as well as part of a team, be well organized and flexible, and have a “self-starter” and “get things done” approach
• Enjoy the administrative challenges of supporting a small office of diverse people and programs
• Broad background with an understanding of different areas
• Able to function effectively in a variety of roles within a dynamic environment under minimum supervision
• Control correspondence, design filing systems, and review and approve supply requisitions
• Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records
• Maintain office efficiency by planning and implementing office systems, layouts, and equipment procurement
• Implement office policies by establishing standards and procedures; measuring results against standards
• Complete operational requirements by scheduling and assigning employees and following-up on work results
• Keep management informed by reviewing and analyzing special reports; summarizing information, and identifying trends
• Maintain professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, participating in professional societies
• Achieve financial objectives by preparing an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions
• Contribute to team effort by accomplishing related results as needed
• 3-5 years of related experience
• Experience in delivering best in class customer service
• Solid written and verbal communication skills; ability to maintain professional business appearance at all times
• Good attention to detail; advanced skills for developing systems and processes for smooth office operations
• Motivated with the ability to work with little direct supervision; positive attitude to resolve challenges
• Implementing and maintaining office procedures and administrative systems
• Organising conferences, client training/workshops and staff events
• Booking flights, accommodation, car rentals, airport transfers, visa applications and other travel logistics for all travelling staff
• Maintaining office supplies, including stationery, equipment and furniture
• First line HR Support to all staff in South Africa
• Maintaining HR records including drafting staff contracts and letters
• Supervising and monitoring the work of reception / admin and cleaning staff
• Conducting staff induction programmes for new employees
• Maintaining the condition of the office and arranging for necessary maintenance
• Managing meeting rooms and calendars
• Managing leave records and travel allowance payments
• Driving staff recruitment process by dealing with employment agencies or candidates, setting up interviews and initial CV vetting
• Managing branding, printing and integration with Trimble
• Excellent Organisational and time management skills
• Reliability and Adaptability
• Capacity to prioritise tasks and work well under pressure
• Communication skills and ability to delegate tasks
• Good IT skills, including knowledge of a range of software
• Problem solving skills and project management ability
• Ability to work on your own initiative
• Responsible for the day-to-day administrative support of the firm. This may include, but is not limited to, copying, binding, scanning, filing, printing, stapling, sorting, marketing packet preparation, creating shipping labels, and posting mail
• Receive, sort, and forward all incoming calls, facsimilies, USPS mail and overnight shipments to office staff
• Support the company CEO in an administrative assistant capacity as needed
• Maintain office, equipment, and kitchen supplies by regularly taking inventory and anticipating needs to place orders in a timely manner
• Manage off-site storage location and inventory list, and coordinate the movement of any items to and from that location
• Coordinate any meetings and events as requested, including catering orders, set-up, clean-up, and coordination of other logistics (AV needs, supplies, etc.)
• Identify any building, utilities, and system maintenance needs, and serve as liaison for any office-related vendors and service providers
• Coordinate special office events, holiday gift mailings, and any off-site functions as requested
• Set up workstations for any new associates
• Follow up on outstanding items to ensure accuracy and completion
• Complete various data entry projects on departmental systems
• Maintain proper office protocol and assist in communicating with outside advisors and clients as needed
• Understand the relationship between the client’s needs and services provided
• Review activities within the job scope for sufficient controls to prevent errors
• Contribute to a positive team environment
• High school diploma required, Associates or Bachelor’s Degree preferred
• Three or more years of related work experience in an office environment
• The ability to manage multiple tasks and maintain the necessary attention to detail
• Highly organized with strong analytical skills and the ability to problem solve
• Deadline and detail oriented with the ability to manage multiple projects simultaneously from start to finish
• Ability to organize time and perform tasks with minimal direction
• Strong verbal and written communication skills which are essential to effective client relationships
• Positive attitude toward client relations to provide exceptional client service
• Strong PC proficiency on various products including MS Office Suite, specifically MS Word and MS Outlook
• 5 years’ + office management experience, having an operational understanding of how multi-hundred person office environments effectively operate
• Strong organizational skills, with the demonstrated ability to prioritize and project manage the activities of a busy office environment and the simultaneous support activities behind it
• Professional, personable operating style with a service-orientation and proven ability to effectively interface with a range of stakeholders including senior management, staff, clients, and vendors
• Ability to operate with the highest levels of discretion and ethics
• Technology savvy, with proficiency in Microsoft Office applications (Outlook, Word and Excel)
• Experience managing and/or mentoring staff preferred
• Polished and professional written, verbal and presentation skills
• Discretion, confidentiality and skill in guest resolution
• Proficient in Four Seasons’ standards of service and experience in service with guests in luxury environment
• Exceptional technical skills in Word, Excel, Opera, and Power Point
• Welcoming all of Nespressos guests, and issuing visitor passes
• Overseeing catering and set up of corporate meetings
• Overseeing the ordering of office supplies, office supply levels and the maintaining and restocking of 4 kitchens
• Responsible for general office maintenance, liaising with external suppliers
• Purchase order management, supplier creation and assisting with monthly reporting
• Assisting EA with internal events
• Managing security passes
• Ad hoc admin support
• Demonstrated experience as an office manager or strong hospitality management experience within a corporate environment
• Strong communication skills, time management and initiative
• Intermediate Word and Excel skills
• A strong sense of urgency, and the ability to multitask
• The ability to be flexible and able to prioritise
• Product benefits
• Team building activities and team lunches
• Room to grow and exciting and interesting projects to work on to develop your skills
• Career growth opportunities. The Executive Assistant to the GM began their Nespresso career in this same position!
• Working for a global luxury brand, with great benefits
• Do whatever is necessary to remove distractions and keep the team happy, productive and growing the business
• Space planning and facilities management of our Palo Alto office. Ensure the office work environment is as good as possible for employees and the office is operated and maintained in a safe, professional, clean and cost-effective manner
• Department expense tracking & budget forecasting. Invoicing processing and first approval
• Draft and distribute office communications keeping teams connected across the organisation
• Maintain accurate documentation pertinent to the operation of the business in a confidential manner
• Handles cleaning services and the repair and maintenance of kitchen equipment
• Organize all food purchasing, catering and weekly lunch operations
• Daily inspection the office and prepares and maintains an office standard checklist
• Help build a vibrant, upbeat office culture
• Partner with HR in on-boarding new employees and building office culture
• Partner with Marketing in coordinating onsite meetings, events, training and meetups
• Event coordination and management - plan and coordinate company events and office celebrations (Holiday party/company picnic/engineering off sites)
• Manages the reception area to ensure effective telephone and mail communications both internally and externally to maintain a professional image
• Responsible for the facilities day-to-day operations to include the maintenance of office areas, printing equipment, office supplies and handles office facility issues
• Order office and kitchen supplies, stationery, and various types of copy paper and ensure print and copy rooms have adequate supplies
• Keep management informed by analyzing special reports, updating organizational charts, calendars and email lists
• Support the NASM culture, engagement and recognition process
• Maintaining facility structural integrity, exercising quality management by providing satisfactory working environment through property management & outside vendor collaboration, designing and implementing office policies by establishing standards and procedures, maintaining office equipment and maintaining active company contracts
• Special projects as needed to include back-up to the sales administrator and executive assistant
• 3-5 years of experience working in a corporate setting as an Office Manager
• Vocational training in an exercise science or sports performance related field desired but not required
• High level of creativity and latitude
• Expert level oral, written, and interpersonal skills with the ability to communicate well in person and by email and telephone
• Knowledge of mail processes, such as postage machine, FedEx, and UPSProficient in internet/intranet, Microsoft Suite Office (MS Word, Excel, Outlook, PowerPoint, Visio) and Adobe Acrobat
• Possesses working knowledge of the operation of printers, scanners, postage meters, fax machines, copy machines, and other office equipment
• Supports CSSR and IIR in managing all human resources, budget, and fiscal-related issues, such as ensuring compliancy and timely submission, and processing of expenditure paperwork
• Reviews/certifies expenditure-related paperwork to ensure sufficient funding, accuracy and compliance
• Reconciles and prepares spreadsheet information for monthly reporting requirements
• Manages the CSSR Phone Survey Lab
• Oversees travel for CSSR/IIR
• Maintains detailed records
• Verifies budget availability
• Procures services and goods for CSSR/IIR
• Processes time sheets; and
• Reconciles Purchase Card (P-Card) purchases for the CSSR/IIR
• Knowledge of general financial and accounting principles
• Intermediate to advanced knowledge of Microsoft Excel, with proficiency in Word
• Ability to research, investigate, analyze, reconcile and evaluate data
• Ability to work collaboratively or independently with strong organizational, and communication skills
• Ability to juggle multiple priorities and meet deadlines
• Ability to handle sensitive and confidential employee and budgetary information in a timely and accurate manner
• Ability to anticipate, identify and solve problems; and
• Prior use of Web-based operating environments and reporting tools
• Experience with Ellucian Banner and eVA (the commonwealth of Virginia’s procurement system)
• Provide leadership and support to the local Office Coordinator and Receptionist
• Responsible for the front of house experience, creating a welcoming and secure environment for our employees and visitors
• Manage vendor and FM relationships to ensure that they are delivering a high level of service, ensuring suppliers are meeting contract SLA’s
• Act as primary contact with building management and sub-tenants
• Work closely with the Office Coordinator to ensure that the office is well maintained, running efficiently, and ensuring a high level of health and safety at all times
• Manage space planning, office expansions, and layout changes as required
• Quickly respond to employee needs in person, via phone, email, or our internal social network
• Communicate with local business unit leaders regarding office policy, procedures and events
• Oversee and support the new hire onboarding and offboarding process
• Responsible for the extensive food program, including budget management and user experience
• Manage vendor invoices, create & manage OPEX budgets, troubleshoot contract/invoice issues
• Oversee and provide support for coordination of onsite and offsite events
• Collaborate closely with the Dublin Office Manager on companywide facilities communications and the rollout or execution of new programs
• Present Facilities updates at Town Hall gatherings as needed
• Explore opportunities for improving the facilities and events experience, preparing and making well formed business cases for any major change proposals
• College degree or five or more years’ experience as an office or facilities manager
• Self starter, can operate with minimal support
• Ability to plan and organize work in the required areas
• Able to establish and maintain cooperative working relationships
• Attention to detail with a proactive and resourceful approach to problem solving
• Proficient at using Microsoft Office and Google Documents
• Travel is minimal, if any
• Answer phones, screen and direct calls to appropriate recipients
• Oversee all facility management activities, including, expansion, build out, furniture needs
• Oversight of other office managers from sister locations
• Coordinate travel arrangements and make reservations.(Concur and other travel sites)
• Assist in overseeing the company facilities budget relating to corporate budget items
• Assist in preparing presentations and reports surrounding facility activities, as well as, those required by onsite operations leaders
• Assist with creating expense reports.(Concur)
• Perform word processing; create spreadsheets, presentations, and other typing/projects as requested
• Order books and materials and disseminate appropriately
• Order flowers/gifts when needed
• Run necessary office errands (lunches, meeting supplies, office supplies, etc.)
• Coordinate the ordering of office equipment and furniture
• Prepare and coordinate with mail room – FedEx/Courier Mail
• Provide support to the various departments for the Pittsburgh office
• Update and distribute directories/phone extension lists
• Act as contact to the landlord for building maintenance issues
• Coordinate and organize Pittsburgh office events
• Manage requests for use of conference rooms and common office areas
• Participate as a member of the employee recognition committee
• Support scheduling of on-site interviews for identified roles
• Provide support to various Human Resources projects as needed
• Advanced experience with Microsoft Office products including Word, Excel, PowerPoint, and Outlook
• 5 years Administrative experience
• Ability to communicate effectively and professionally with all levels of the organization
• Assumes leadership role for daily operations of activities of front desk through onsite management of staff
• Acts as liaison with Director of Radiation Oncology and ensures that all issues and concerns, projects and operations have been communicated accurately and on a timely basis
• Ensures appropriate training of all clerical staff on proper registration procedures
• Performs quality assurance (QA) as outlined in registration policy and monitors audit trails to assure documented cash collections, payment posting and correct registration procedures
• Coordinates accounts payable for all practice expenses
• Oversees purchasing and use of supplies to maximize cost containment. Ensure that all approved furniture, equipment, and supplies have been ordered, received and installed
• Provides supervision and support to all staff in a fair and consistent manner and provides confidential counseling and direction as needed. Refers to Director of Radiation Oncology as needed
• Supervises all staff within the group, including hiring, promotion, reviews and terminations. Provides feedback on the job performance of all staff to the Director of Radiation Oncology
• Maintains and coordinates all staff schedules to accommodate patient volume and provide coverage during vacation and sick time. Responsible for ensuring adequate coverage during scheduled absences of staff
• Responsible for daily payroll edits per policy
• Assist in obtaining authorizations for procedures
• Coordinates the telephone, filing, scheduling, registration and front desk functions for effective management of the department
• Coordinates and directs all meeting with the staff on a regular basis to keep all staff members informed of goals and plans
• Ensures appropriate and timely communication among physicians, staff, patients and families
• Monitors monthly statistical reporting of key operations and economic factors for the offices, adjusts operations as needed to maintain peak performance. Develops and implements specific plans to reduce overhead, improve efficiency and improve cash flow
• Supervises and ensures proper billing and collections of patient accounts. Interfaces with RPAS Director and staff to ensure efficient and accurate flow of data
• Represents department in self-pay committee meetings and other financial meetings as requested
• Knowledge of Supply Chain policy and procedures. Properly orders, receives and maintains adequate medical supplies in the office
• Ensures that patient rights and privacy are maintained. Ensures confidentiality of patient and staff information
• Demonstrates knowledge, support and compliance with all hospital and department specific policies and procedures and regulatory requirements including OSHA, Medicare, JCAHO and State Health Department
• Ensures compliance with respective managed care plans and protocols to include referrals and other resource utilization
• Oversees clerical support staff to optimize efficiency of department
• Responsible for accomplishments of special projects as assigned
• Liaison for HR processes, i.e. scheduling of interviews, preparation of required HR paperwork and tracking of licensure and mandatory training attendance
• Monitors operations to ensure that all hospital policies and procedures are being implemented as indicated in the departmental policies and procedures manual
• Displays an attitude and behavior that reflects high regard for teamwork, harmony, and cooperation
• Facilitate the work of the Department by engaging in a customer-oriented relationship with members of the Medical Staff, patients/families, within the department and throughout the organization
• Coordinate department record retention activities
• Responsible for coordinating and monitoring all activities and performance of the control desk to include the clerical support staff
• Assists with the interviewing process for clerical support staff personnel
• Provide assistance to departmental management personnel for documentation and special studies addressing departmental productivity
• Jointly responsible for performance evaluations on clerical support staff personnel
• Answer phone, schedule patients for various exams, greets patients and physicians in a professional and courteous manner
• Register patients for exams and affiliated paperwork and explain necessary preparations to patients and when necessary
• Pull charts for follow up visits and re-consultations
• Assemble new patient charts for nursing and physicians collecting the initial records needed for consultation with the physicians
• Mail reports to referring physician
• Maintain and generate weekly/monthly statistics
• Coordinate various departmental requests for records requests, disability claims and other patient requests for information
• Make copies of various documents and deliver to appropriate parties
• Call and/or fax reports to physicians
• Monitor hours worked in clerical section to ensure appropriate coverage and assist with payroll
• Assure confidentiality privacy and rights of patients
• Assist Medical Auditors in verifying patient charges
• Receive, verify and replenish control desk/file room supplies
• Properly file reports and charts
• Assist department personnel when needed
• Perform housekeeping duties when necessary
• Participate in quality improvement/quality assessment (QI/QA) studies
• Ensure efficient use of hospital supplies and resources
• Demonstrate professional dress as outlined by department dress code and courtesy
• Attend in service and staff meetings
• Responsible for knowing hospital fire and disaster plans
• Report any significant problems related to patient care or inadequate procedures
• Serve as office maintenance for small scale projects, run errands, & maintain office inventories
• Take care of office catering
• Required to lift up to 30 lbs on a frequent basis
• Coordinate with IT department on all office equipment
• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time
• 3 – 5+ years of experience in a similar role
• Enjoys working with a highly diverse team
• Enjoy working in a startup-like atmosphere
• Skilled in the advanced use and effective application of PowerPoint for presentation development
• Great interpersonal skills and communications
• Strong analysis and problem-solving skills
• Previous experience in sales pipeline management using a tool like Salesforce.com
• Demonstrated ability to multi-task in a fast-paced environment
• Open office each morning, turning on lights, powering up copiers
• Order and keep kitchen stocked-coffee, utensils, drinks, etc
• Answer phones, coordinate meetings, reserve conference rooms
• Catering orders for meetings and parties, logistics, understanding what conference rooms hold how many
• Support management and staff on Ad Hoc basis; assist with invoices and Excel or Powerpoint projects or assist with business travel and help with calendars, Prepare meeting agenda, schedule department meetings and distribute minutes
• Maintain as well as research new vendors (car service, kitchen vending, cleaning company, copy machines)
• Update and maintain phone directory, Sort and distribute mail
• Liaise with Building management, coordinate and maintain facilities with vendors (cleaning co., HVAC service, Fire extinguisher service, EAP plans, Super)
• Coordinate and organize department related special events
• Respond to work requests from department staffs in timely and accurate manner
• Maintain positive working relationships with department staffs and customers
• General administration support to Regional Director and their Senior Team. Including, but not limited to
• Responsible for office facilities, office supplies, stationary and consumables
• Manage local leasing contracts / service agreements with subcontractors, local suppliers
• Role as administrator / coordinator of local CMS projects in JDE
• Administrative duties including preparation of requisitions and purchase orders, matching orders to deliveries received and ensuring all JDE data is entered correctly
• Coordination of hotel bookings for local accommodation of visiting CSF personnel
• Provision of accurate and timely HR administration support to HR Manager for CSF according to all internal controls
• Coordinate and send monthly overtime sheets
• Administration of all relevant personnel paperwork including induction, change of personnel details and sickness absence as well as documents for temporary agency personnel
• HR project work
• Communicate and liaise regularly with CSF HR of issues prior to decisions being taken
• Act as first point of contact between Norway employees and HR to solve transactional HR issues not related to special personal confidentiality agreements / labour conflicts
• Compilation and maintenance of administration Quality Assurance forms and processes
• Conduct internal audit
• Maintenance of manual and digital filing and retrieval system
• Experience in an operations setting, preferably in a fast paced and challenging environment
• Advanced skills and experience in MS Word, Excel, Outlook and PowerPoint are required
• Excellent grammatical, editing and proofreading skills required
• Exceptional interpersonal, verbal and written communication skills
• Scrupulous attention to detail, able to develop and maintain highly organized work environment
• Proven ability to set priorities and work independently with little or no supervision
• Demonstrated capabilities in making solid business decisions, problem-solving, and multi-tasking in a highly dynamic business environment
• Proven ability to exercise high degree of confidentiality and objectivity
• Must be resourceful and able to deal with ambiguity
• Maintains professional composure at all times
• Bachelor's degree and two years related work experience or six years related work experience post high school
• Two years of proven office management, administrative or assistant experience
• Knowledge of office management systems and procedures
• Bachelor's degree in business administration or other
• Results oriented
• High integrity, honesty, reliability
• Ability to manage time well, meet imposed deadlines and be flexible
• Innovative and change driven with a high sense of urgency
• Ability to maintain composure in stressful situations
• Anticipate needs and take total responsibility for actions
• Computer literate: advanced knowledge of personal computers including Word, Excel and PowerPoint and various software including Opera and Kronos
• Create and manage relationships with local vendors, resulting in a well-stocked office
• Partner with building/facilities team to create a comfortable, clean environment
• Greet candidates and guests in a friendly, helpful manner, both on the phone and in person
• Partner with office leadership to create and manage impactful events, from ideation to execution
• Manage all negotiations with venues, food and beverage providers and other event-related vendors in partnership with the appropriate Corporate Services team members
• Assist with onboarding new hires, including processing new hires in partnership with HR and IT
• Work closely with other members of the local market to coordinate market-specific initiatives and projects, as assigned
• Own local deployment and management of IT assets, including acting as an IT liaison through basic trouble shooting and the creation of IT support tickets
• Collaborate with Corporate Services Operations team members to implement and adhere to policies and procedures impacting local Slalom markets
• Provide executive and administrative support and coordination as needed
• Create and manage a clear and reasonable office budget, including seeking money saving opportunities and making recommendations for future spend
• Natural relationship builder –excited about getting to know people and finding ways to help
• Must possess strong influence/negotiation skills, analytical and strategic thinking skills, decision-making, problem solving, oral and written communication, organizational/time management, and relationship building and leadership skills
• Bachelor’s degree or relevant experience required
• Facilitate office move
• Manage the ordering, inventory and budget (provided by facilities) of all office needs (supplies, snacks, brews, etc.)
• Create and maintain accurate floorplan/headcount for the office
• Ensure smooth daily office operations
• Maintain the office cleanliness, BuzzFeed culture and everyday maintenance of the office
• Point of contact for all office related issues and escalations and ad hoc employee requests
• Work with Sr. Director of Real Estate and Facilities on office related work
• Complete administrative tasks related to the execution of local HR management including maintaining personnel files, managing benefits paperwork, and other tasks when needed
• Liaise with BuzzFeed HQ on finance and expense related inquiries
• AA required, BA preferred
• Excellent communication skills, both oral and written, in English and Spanish; public speaking experience a plus
• Prior school and/or administrative experience preferred
• Strong working knowledge of Microsoft Excel and Word; Experience with Google Apps a plus
• Experience with managing and entering data with at least 95% accuracy; familiarity with data management systems (Smart Choice, School Messenger) a plus
• Ability to establish relationships and communicate effectively with multiple stakeholders
• Detail-oriented team player willing to roll up sleeves and get the job done
• Reflective and able to execute in an efficient and precise manner
• Experience working in a fast pace, accelerated growth environment
• Proven ability to manage competing priorities daily with the flexibility to adjust day as needed
• Proven experience leading projects through to completion
• 5+ years of Office Management experience
• Be confident to present new ideas that will help lead our office forward
• Communicate effectively, both in writing and orally with all levels and across all groups within the organization
• Be a team player and ready to help in a variety of areas, even those outside your scope of work
• Be proactive – be able to anticipate needs and address them
• Experience working in a technical environment and/or large subsidiary
• Experience managing project budgets in excess of $10,000
• You will perform basic and routine accounting tasks: office-related costs reconciliation and timely submission for respective approvals; consolidation of approved costs and escalation to accounting dept. for payment; quarterly cost analysis on the costs; market vendor analysis on cost and quality of service
• You will perform routine office and administrative tasks related to meeting coordination and logistics, security procedures, management of office inventory
• You will monitor consumables, office supplies and equipment inventory
• You will be in charge of business trips management (preparation of orders, cash advance requests, roaming requests)
• You will sort and deliver office mail, organize and archive information
• You will conduct health and safety trainings and onboarding of new employees
• You will act as a compliance officer for internal information and assets security procedures
• You will provide administrative assistance to the General Manager
• You will be a part of Internal Communication Team
• You will support and organize CSR projects and events, summary of activities, etc
• You will generate ideas for improved work life balance/ wellbeing of the team
• You will provide analytics and reporting services, related to the core shipping activities in the office
• You will provide Systems support
• Minimum 1 year of relevant work experience
• Fluent in English language
• General knowledge of Accounting, HR and Law shall be considered advantage
• Cross cultural awareness
• Curiosity and learning capacity
• Drive for quality and detail
• Vendor management
• Result driven and task prioritization
• Team player / team engagement
• Ethics and values
• Support company operations by maintaining office systems and supervising staff
• Responsible for overall front and back office activities, including customer service area and ensures that the needs of customers are being satisfied The aim is to provide excellent customer service and to promote this idea throughout the organization
• Able to work at various levels, from head office to the front end of the business
• Responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings
• Achieve customer service objectives by contributing customer service information and recommendations to strategic plans and reviews; preparing and completing action plans; implementing production, productivity, quality, and customer-service standards; resolving problems; completing audits; identifying customer service trends; determining system improvements; implementing change
• Determine customer service requirements by maintaining contact with customers; visiting operational environments; forming focus groups; benchmarking best practices; analyzing information and applications
• Improve customer service quality results by studying, evaluating, and re-designing processes; establishing and communicating service metrics; monitoring and analyzing results; implementing changes
• Update job knowledge by i.e. participating in educational opportunities, training
• Perform other tasks as required
• Bachelor degree in Business related field is preferred
• At least two years of previous experience in office management
• Customer service/ Management background
• Excellent interpersonal, communication and problem solving skills
• Demonstrate initiative, commitment, and responsibility
• Ability to manage staff (supervisory experience)
• Computer literate in MS Word, Excel and PowerPoint
• Daily management of a 60 person office
• Microsoft Office Skills, Problem Solving, Verbal Communication and Administrative Writing Skills
• At least 5 years’ experience in Office Manager or Administrative Assistant role
• Bachelor’s Degree Preferred
• Office experience
• Excellent attention to detail and a high level of accuracy required
• Strong work ethic coupled with an enthusiastic and passionate approach to work
• Articulate, professional demeanor with strong self-confidence and initiative
• Ability to establish and maintain effective working relationships with students, staff, and the community
• Proven success in working in an environment characterized by changing priorities
• Strong typing skills are required
• Proficiency in Microsoft Office applications (Word, Outlook, and PowerPoint)
• Be the leader of the regional team, driving success and taking responsibility for overall team management
• Work actively and in a co-operative manner across the Economist’s business units to best leverage the regional team's expertise
• Personally represent the Economist India within The Economist Group, working across the Group's businesses where appropriate
• Take a role in maintaining the high quality and professional image of the Economist India and wider Economist Group, through all communications and interactions with clients and other departments
• Work actively with team members abroad to share ideas and ensure the continuous development of management
• Ensuring that the regional team's costs are kept within budget and are managed efficiently
• Support and implement the Economist India’s strategy, both through personal input and by ensuring that the regional team's efforts are aligned with the Company's businesses objectives. Where necessary, implementing and managing change within the team to support those business objectives
• A university degree and 6-10 years experience leading an international office
• Demonstrable experience in managing a team with diverse skill sets
• Excellent English grammar and communication skills
• In-depth knowledge of the India business landscape
• A proven ability to convey ideas and opinions coherently and with authority
• Superior organization skills
• An ability and desire to build positive relationships across the team and the wider business, and work co-operatively to ensure the best overall result for the Economist
• A strongly developed analytical mind set
• Polished communication and presentation skills
• An ability to build teams
• Strong people management skills, being able to motivate and stimulate highly qualified individuals
• Excellent organisational capability - able to efficiently schedule and manage large volumes of work across the team
• Personal pride in producing output of high quality
• Calmness under pressure; you will be even tempered and fair minded
• Working directly with the General Manager to manage his calendar by scheduling and maintaining all meetings and making sure it is always accurate, up-to-date and assisting with any changes or last minute requests that arise
• Answer phones in a friendly and helpful manner
• Greet candidates and guests
• Perform day to day administrative duties such as scanning and filing
• Assist with onboarding new hires and ensuring they feel welcome and have access to everything they need
• Degree or equivalent professional qualifications
• Comprehensive knowledge of relevant software packages including:- Microsoft Outlook, PowerPoint, Word and Excel
• At least 5 years of prior experience in supporting a CEO/President role in a global organisation and broad experience of Procurement & Office Management
• Ability to work independently and sensitively, demonstrating a well-developed sense of maturity and self-confidence
• Ability to work as a team player, build strong relationships across the organisation and possess strong sense of integrity across all situations
• Ability to ruthlessly prioritize and take a highly focused approach to goal achievement. Great sense of urgency to action with a focus on impact
• Exceptional written, verbal and consultative communication skills. Strong analytical and problem solving abilities
• Strong team orientation yet ability to work autonomously and take initiative
• Must be motivational in a team environment
• Ability to deliver high levels of customer service and achieve customer satisfaction
• Demonstrate exceptional patient interaction skills
• Understanding of medical billing
• Understanding of compliance and regulatory guidelines (HIPAA, OSHA, etc.)
• Computer/software proficiency
• Administrative support to the AASIMS project team including reporting activities
• Assistance to the commercial manager for maintenance of contract documentation
• Manage premises including liaison with Department of Defence and KBR support service staff. Act as Project/Facility Security Officer
• Manage purchasing, disposal, maintenance and inventory control of office equipment and furniture and fittings
• General office management including office goods and services, postage, freight, telephones, security cards and security issues
• Liaise with Department of Defence administrative staff with regard to all matters including car parking, security, mail, essential services and other related matters
• Coordinate and disseminate travel information and instructions to project staff
• Manage workstation allocations for new staff and complete new staff inductions
• Recruit and develop "star" employees
• Apply our business philosophy
• Deliver and require a positive working environment
• Manage the house-keeping team
• Deliver timely and effective administration, advice and support
• Deliver and require customer focus and business awareness
• Ensure compliance with local rules and regulations
• You will be keen to engage with employees at all levels
• Flexibility, self-confidence, persistence and initiative
• An achievement and performance orientation
• Excellent planning, organisational and analytical skills
• Superb communication skills
• A proactive approach, with business focus and drive
• The ability to deliver excellence and demand it of others
• The ability to grow rapidly within an evolving organisation
• A stellar commitment to customer service
• Establish and manage implementation of office management practices
• Provides office support to a team of approximately thirty employees
• Process new hire materials and conduct on-board orientation
• Provides word processing support for general correspondence, forms, various reports, and letter drafting
• Provide checking/editing on Marketing and Power Point Presentations materials
• Assists in production of documents
• Manages office schedule and plans events
• Manages Office and IT supplies budget and performs ordering
• Setting up new vendors and services
• Attends to office visitors and phones
• Assists in background research as requested
• Able to develop and maintain database and hard copy information systems
• Generate invoices, financial reports, and statements
• Associate or Bachelor's degree in related fields; or equivalent combination of education and experience
• 5-10 years of experience as an Administrative Assistant supporting an office in a corporate environment
• Demonstrates knowledge of grammar, punctuation and business writing style for proofreading
• Excellent clerical and telephone skills, is detail-oriented and highly organized
• Works well with all types of people and under deadline situations
• Has several years of experience in word processing, spreadsheets and computer data-entry skills
• Ensure compliance of group accounting, reporting and budgetary requirements according to established policies
• Maintains effective internal controls on cash and expenses
• Works closely with aSL legal department and external attorneys to ensure compliance to local laws and regulations
• Ensures office premises are maintained to the highest level
• Manages the IT function in the LO
• Advises the Country Manager/Chief Representative in all legal and tax issues to ensure that LO is adhering to Group, aSL and local requirements and policies
• Understanding of Business
• MS-Office skills
• College degree in business administration or a related field
• 5 years’ experience in an office administrative environment with exposure to human resources, accounting and finance
• Supervise and undertake where necessary the large variety of tasks carried out by the Office Support team
• Ensure high levels of service and the maintenance of standards, such as premises management, off-site shredding, recycling, hospitality, management of client meeting rooms & reception, health & safety
• Manage staff resources to ensure appropriate levels of cover
• Overseeing office costs and the financial budget
• Build and maintain strong professional working relationships with stakeholders
• Keep fully up to date with legislation and internal procedures to ensure the safety of staff
• Provide leadership and work direction to a team of Administrative Specialists. The employees' activities include mailing documents, indexing documents in the claims system, processing claim checks and typing letters
• Distribute, verify and audit team activities for accuracy and timely completion
• Develop a collaborative work environment for employees. Applies performance management practices by providing timely feedback to team members to ensure optimum performance. Works with employees to identify opportunities and create development plans. This includes the responsibility for hiring/termination processes, regular 1-1 discussions, individual and team training, team meetings, career development, coaching and performance appraisals
• Identifies opportunities to streamline processes and incorporates these improvements in work procedures
• Liaison with security and facilities for the office. Provide administrative support to all visiting VP's and welcome all office guests
• Manage relationships with vendors including review and approval of invoice payments
• Associate Degree or equivalent
• Three years relevant experience in leadership
• Excellent organizational skills as well as demonstrated written and verbal communication skills
• Possess the ability to problem solve and make independent decisions on a regular basis
• Successful track record in motivating and managing a staff
• Claims knowledge
• Ensure H&S policies and procedures are adhered to of which include the availability of trained personnel in line H&S policies & regulations
• Procure relevant services and goods required in line with the general upkeep of the office
• General management over relevant lease agreements
• Ensure office security procedures are in place in compliance with Group Directives
• Manage local office logistics and administration personnel such as reception, post collection and distribution, staff local transport, cleaners, drivers, etc
• Arranging and the upkeep of suitable archiving facilities for the purposes of management and coordination. This task also includes periodic calls for document review and disposal, which shall remain the responsibility of owning divisions
• Management and coordination of office space between divisions, including tenancy contracts. This will involve engagement with the EUNA Property Team and any suppliers they engage with to support operations in South Africa
• A tertiary qualification in Business Administration or Commerce. Any qualifications in office management would be advantageous
• Candidates to have a least 10 years working experience and 5 years at supervisory/managerial level
• Demonstrate capability to manage a team of more than 5 staff members
• A good understanding of Health and Safety Requirements applicable to an office environment
• Candidates to demonstrate good communication skills and proficient in Microsoft Programmes (Excel,Outlook, Word, Powerpoint etc)
• 2 years of relevant experience in one or more of the following: procurement, business administration, budget/finance, facilities management or other related field
• Ability to prepare documentation, maintain tracking systems to monitor goals and expenditures, and/or draft recurring reports based on collected data or formalized database
• Ability to perform a variety of tasks and functions concurrently
• Experience as a liaison between administrative, program divisions and vendors
• Excellent communication and customer services skills, with the ability to interact with diverse constituencies and maintain the highest level of professionalism
• Ability to work independently as well as collaboratively with other team members and departments
• Proficiency in all MS office applications
• Fluency in Spanish and/or other languages
• Responsible for monthly and annual budget management for the Office. Works with the Associate Dean of Leadership Development on the forecasting and preparation of all annual budgets. Manages departmental expenses and controls, oversees the payment of invoices and reimbursements, and the reconciliation of internal accounts with University ledgers
• Oversees vendor relations with Accounting, including establishment of new vendors from contract to payment. Manages the resolution of contract and account issues as required
• Compiles and analyzes expense data to create custom reports documenting budget usage for large scale programs and events. Information presented used to determine constraints and enhancements in future programming
• Responsible for program communications with student leaders, including syllabi, schedules, assignments, supplies, reimbursement processing, and general questions
• Responsible for broader communications to students concerning programming
• Answer telephones and take messages
• Process mail and faxes
• Coordinate office cleaning and printer/copier maintenance
• Plan meetings and special events
• Publish company newsletter
• Coordinate employee birthday recognition
• Purchase and maintain office supplies
• Enter accounting information
• Reconcile credit cards and receiving reports
• Gather information and produce reports
• Website maintenance and social media management
• Create time sheets
• Process cash deposits
• Schedule employee training and maintain training records
• At least Bachelors degree with 10+ years office management experience in a large corporation
• Expert in building services, including electrical, HVAC, plumbing, energy management
• Experience in dealing with outside vendors, negotiating agreements
• Extensive use of Excel, Word, PowerPoint as well as email
• Good interpersonal and conflict resolution skills exercised in a reasonable, fair and consistent manner
• Details oriented
• Understanding of office procedures and property management responsibilities
• Analytical skills; ability to create spreadsheets and provide an analysis
• Willingness to be available for after hours emergencies
• Excellent time management skills, including the ability to respond to voicemail/email within 24 hours of receipt
• Excellent organizational skills with ability to prioritize
• Ability to work independently with minimal supervision and handle multiple tasks
• Responsiveness to customer requests/service issues
• Development of work processes and elimination of unnecessary or redundant steps
• Able to interact with all levels within the company, regular interaction with external customers and vendors
• Ability to complete tasks within specified deadlines and accurately
• Excellent communication skills ,comfortable in delivering presentation and public speaking
• Ability to effectively manage task workflow and delegation to support staff appropriately
• Executive Assistant for Vice President, ARO Fluid Management
• Travel planning and itinerary management for international and domestic travel
• Purchase order entry and vendor management for misc. expenses
• Event Planning (Staff Meetings, Customer Visits, Employee Recognition)
• Manage calendar of executive according to priorities and leader standard work
• Manage communications from the office of the executive
• Office Manager, Bryan OH site
• Manage logistics and hospitality for visiting groups and persons
• Manage activities to support operations of office (utilities & rent, housecleaning services, office supplies, mail services, on-site food & beverage)
• Plan and coordinate events
• Report site EH&S metrics to corporate office
• Lead and manage on-site health and wellness activities
• Support Marketing Function
• Literature and promotional items order fulfillment
• Complete workflow tasks for customer leads from lead acquisition through close of sale using business operating system
• Complete workflow tasks for product price deviation requests and price contract renewal
• Primary market research as directed to gather specific information and data
• General data entry, database management and basic analytics
• High level of proficiency in MS Office (Outlook, PowerPoint, Excel),
• Executive level administrative support experience
• Office Manager
• At least ten years administration experience, including several years’ Personal Assistant support at senior level. · Background with major professional organizations and multi-nationals preferred
• Outstanding professionalism and communication skills, combined with high attention to detail
• Confident and effective in engagement at all levels and across time zones
• Highly organized self-starter who displays good judgment; is flexible and reliable; able to multi-task; and work autonomously
• Must be comfortable with the wide range of responsibilities involved in the running of a small-medium sized office
• Strong experience with all elements of Microsoft Office including Excel and PowerPoint
• A bachelor’s degree is required. Candidates with an equivalent combination of education and work experience will be considered in lieu of the bachelor’s degree requirement
• Strong communication skills and a commitment to service philosophy
• Ability to work in a diverse community, maintain confidentiality, and handle sensitive issues
• Proficient in word processing, Microsoft Office suite, accounting systems and Internet research
• Knowledge of university purchasing policies and experience processing payment approvals
• Knowledge of human resources policies and procedures; and
• Advanced-level office management and supervisory skills
• Supervise receptionist and coordinate receptionist back up; may also supervise other administrative and/or clerical staff and provide training for staff
• Provide administrative support duties for Managing Principal, Regional Managing Principal, and/or other department leaders
• Oversee on-boarding for new employees, including desk set up, telephone equipment, computer, etc. as well as termination activities for departing employees (collecting keys, equipment, etc.)
• Approve and code accounts payable invoices
• Oversee and manage the purchasing and maintenance of office supplies and office equipment (i.e. furniture, IT equipment, telephones, snack services, plants, etc.)
• Solicit and negotiate vendor bids, contracts, and pricing
• Oversee mail room operations and staff (i.e., mail sorting, postage machine, fax machines)
• Manage petty cash funds
• Establish and monitor facility standards (cleaning and other maintenance)
• Act as official local office contact for property management (e.g. fire marshal, etc.)
• Communicate local office policies/procedures as appropriate on behalf of management under the guidance of the Human Resources Department (i.e. dress code, inclement weather, etc.)
• Act as role model for office staff
• Minimum 7 years of office experience in a similar role
• Previous experience with managing administrative staff is preferred
• Excellent professional and interpersonal skills to communicate effectively with staff, management and vendors
• Must be a strong team player with good coaching and mentoring skills to effectively manage and motivate direct reports
• Strong organizational skills to prioritize projects effectively
• Ability to prioritize time, to work independently and to use good judgment
• A proactive client service attitude
• A proactive initiator of new ideas and cost effective solutions to problems associated with all aspects of the office systems
• Keep the office organized and clean
• Maintain relationships with local vendors, resulting in a well-stocked office
• Provide task related support for project teams, including acting as a runner to meet various project and event needs
• Deployment and management of IT assets, including acting as an IT liaison when appropriate
• Collaborate with operations team members to implement policies and procedures, in partnership with corporate operations team members
• Provide executive and administrative support and coordination as needed including support for candidate interview scheduling
• Adhere to a clear and reasonable office budget
• Must possess strong problem solving skills
• Professional communicator, with strong oral and written communication skills
• Excellent organizational/time management skillset
• Attention to detail and a strong passion for above and beyond customer service
• Office management including office supplies, facilities management liaison, meeting room bookings, organising catering for internal & external meetings
• Provision of professional “front of house” receptionist services to customers, Education services clients participating in training and C-level clients visiting the Executive Briefing Centre (EBC)
• Travel management including group travel arrangement for executive leadership, new hires or any employee that is not entitled to a corporate credit card
• Arranging team meetings and events held in the Sydney office (i.e. New Hire/ Learning & Development training logistics, Sales Quarterly Business Review meetings, All Hands meeting room preparations)
• Organising collective events in Sydney office / support other offices where appropriate with event planning (e.g. employee events, lunch & learn sessions)
• Providing ad hoc administration support for senior leaders from all departments in Sydney on an agreed basis
• 5+ years relevant office manager experience
• 3+ years relevant supervisory experience
• Previous experience in accounting or professional service environment a plus
• Intermediate to advanced Microsoft Office 2013 skills essential
• Strong oral and written communication skills (spelling, grammar, sentence structure and punctuation)
• Effective organization and time management skills, follow procedures, improve efficiency
• Ability to train, mentor and provide guidance and feedback to other team members
• Ability to attract, lead, motivate and retain a team
• Manages office services and administrative support groups for the office. This includes coverage, monitoring volume and workflow, process improvements, quality of work products, and budget
• Provides effective leadership to employees and/or teams through: planning appropriate staffing levels; interviewing, selecting, orienting, and training; communicating performance expectations & providing feedback on performance, recognition, coaching, employee counseling reports and/or discipline including termination; creating career growth opportunities and employee development plan. Supervises office support staff and schedules workload, ensuring that adequate coverage is available. Helps evaluate support staff performance, and provides coverage for administrative shortage
• Coordinate office building/facility matters (maintenance requests, communications, access cards, etc.)
• Calendar management, travel/event planning, meeting/conference arrangements (food, hotel, rooming lists)
• Assist IT personnel with resolution of location IT issues/matters
• Responsible for the operation of all accounting systems and records, including, but not limited to, cash receipts, expenditures, investments, purchasing, inventory, assets, payroll
• Assists in the development and maintenance of financial reporting systems to insure integrity of finances based on sound accounting procedures and controls
• Ensures that written performance evaluations of supervised employees are completed as required, provides continuous feedback on personnel performance issues, and takes immediate action to recognize achievements and address deficiencies or problems
• Seeks customer and community input and investigates and acts upon requests, suggestions, and complaints concerning accounting policies and office operations
• Supervises payroll and accounts payable employees
• Leads and nurtures a work culture that promotes open, frequent and dynamic communication among staff, stimulating teamwork to accomplish desired goals and objectives
• Assists in the preparation of the annual working Budget, Tax Levy, Budget and Appropriation Ordinance
• Meets dates for financial documents
• Reviews and authorizes check requests and purchase order invoices and advise of potential over-expenditures or misappropriation
• Reconciles bank accounts and verify the bank balance with the general ledger
• Supervises all month-end and year-end accounting procedures including preparation and entry of journal entries for Accounts Payable, Accounts Receivable, Payroll and General Ledger computer systems
• Providing administrative support services to all AECOM business entities
• Interfacing with Property Management and AECOM employees to resolve facility issues relating to maintenance, janitorial services, security systems, work space, parking, moves, etc
• Proactively managing facility support requests
• Identifying and resolving problems swiftly
• Coordinating administrative workload leveling requirements
• Coordinating and performing project personnel administration activities
• Coordinating administrative functions and interfacing with clients, vendors, and the public
• Resolving vending issues and ensuring machines are properly stocked and in working order
• Responding to AV trouble calls and maintaining inventory of needed items to ensure presentations are not disrupted
• Coordinating day-to-day site activities such as meetings and special events, sets-up and takes-down conference room furniture for special functions
• Maintaining office equipment maintenance contracts
• Providing facility invoice, budget and cost allocation support
• Ordering, restocking and maintaining supplies and inventory for break rooms, restrooms, office products etc
• Preparing office-wide communications, including the facility’s monthly newsletter
• Coordinating work with support services (ARC, IT, HR, Safety, Corporate Facilities, etc.)
• Coordinating employee and social responsibility/community activities
• Undergraduate degree preferably in a business field or facility management related curriculum
• Bachelor's level degree in Management or related field required
• 4 years experience as an Office Manager or a position with primary emphasis on, payroll & accounting
• Requires effective oral and written communication skills, sound interpersonal skills and the ability to interface with all levels of management
• Efficient Management of IFM partner in delivering key facilities deliverables and provide best in class and excellent services in a manner that engages with our internal and external customers to provide a high level of service
• Manage day-to-day facilities management, Fleet services and Cafe program and to retain efficiency, productivity, and measure unmatched service levels to internal customers
• Conduct periodic performance management of IFM partner / direct vendors against their agreed SLA/KPI's. Record action plan for area of continuous improvement
• Prepare and publish functional standards and policies in accordance to the local statutory compliance for Fleet, Cafe services
• Create and develop food & transport committees' and establish guidelines for great partnering in improving service standards
• Good understanding of SEZ / Customs guidelines and ability to work with respect to Facilities operations
• Support Global H&SE team to implement HSE (Health & Safety and Emergency) Management programs in accordance with local regulation and corporate guidelines
• Be a member and support regional Crisis Management. Establish Risk Mitigation plans for Fleet and Cafe operations
• Sustaining a cooperative relationship with building owner's engineering and management staff, ensuring code compliance with all fire-life safety and environmental statutes, ordinances, rules, codes, and other regulations; identifies assesses and responds to safety and environmental risks; including accidents and hazardous material handling and disposal and operating according to state and local building codes
• Support & coordinate with salesforce finance and employee success to develop operational and project budgets. Monitor and track the expenses according to the budget and report variances
• Coordinate with salesforce security, sustainability and information technology groups to deliver projects, maintain facilities and provide emergency response services
• Job is based in Hyderabad and requires 25 % travel
• Bachelor's degree at a minimum, preferably in Electrical / Mechanical Engineering or Business Administration. Any professional certification from IFMA or CoreNet Global will be an advantage
• 4 - 6 years of relevant experience in facilities management, Fleet & Cafe, Workplace Services in a corporate IT/ITes environment
• Excellent interpersonal, influencing, and strategic planning skills. Superior analytical skills, judgment, and decision making
• Outstanding and creative verbal, written, and visual storytelling and communications skills
• Flexibility and ability to manage multiple stakeholders and vendor relationships
• Familiarity with social networking tools & latest FM technology, leverage them in workplace services messaging and operations
• Knowledge of corporate culture building and employee engagement
• Ability to work in a fast-paced 24/7 environment and meet deadlines
• Excellent Customer Service Excellence attitude
• Proven & excellent People / Vendor Management skills. Playing a people manager role in current positon will be an added advantage
• Familiarity with and understanding of building engineering systems
• Demonstrate higher degree of corporate ethics and Integrity when conduct business
• Four (4) or more years (full-time equivalency) of progressively responsible office management, administrative, or secretarial experience in a professional office setting
• Intermediate-level experience using Microsoft Office Word and Excel; as well as demonstrated experience using MS Outlook
• High school diploma or GED equivalent, or higher
• Two (2) or more years (full-time equivalency) of supervisory or lead worker experience
• One (1) or more years (full-time equivalency) of experience coordinating and responding to public records disclosure requests
• Intermediate level skills using SharePoint and Go-to-Meeting
• Responses to the Supplemental Questions
• Bachelor's degree and three years of relevant experience, or combination of education and relevant experience
• Demonstrated ability to prioritize own work and multi-task
• Ability to direct the work of others, for jobs requiring supervision
• Managing day to day activities in the London EUHQ office, including planning and scheduling of business meetings, booking meeting rooms, conference calls and events; providing pre-read documents, distribute meeting materials and reference materials
• Coordinate and manage complex executive calendar, schedules, travel arrangements (coordinate with corporate travel agent service), expense reports, and prepare requisite materials for European executives
• Exercise creativity, initiative and understanding of the business objectives, independently manages systems and applications to prepare communications, budgets or other data displays
• Work with (US) office management to ensure office space is available to meet new hire on-boarding schedule
• Provide general administrative support such as managing office supplies and equipment, answering phones, mailing, filing and photocopying
• Create efficient office procedures, filing systems, reports and record keeping methods, as necessary
• Coordinate with IT suppliers to handle all new technology set ups and logistics including equipment, physical and virtual access that ensure seamless services
• Liaison with Relocation Service Consultants to coordinate orientation visits and assist in permanent relocations to the office area in collaboration with US Human Resources
• Scheduling candidate interviews/logistics, both directly and through the relevant search companies
• Meet/greet visitors during office visits
• Identify vendors and make recommendations (e.g. caterers, business cards, local suppliers)
• Provide input to insurance broker, social security, payroll administrator
• Manage office expenses, including validating invoices against quotations, and process invoices for payment in collaboration with the Finance department
• Commercial education with a minimum of 5 years administrative experience
• Proficient user of MS Office Package
• Fluent in English - Additional European languages would be preferred
• Service-oriented and problem solving skills with the ability to anticipate challenges
• Excellent verbal and written communication skills that are consistent, clear and concise
• Proven ability to independently manage many changing tasks simultaneously and excellent organizational skills for a start-up environment
• Experience supporting senior executives
• Familiarity with the “London” area with a good knowledge of the area/business scenario and knows where to “go to” would be an advantage
• Demonstrated enthusiasm, flexibility, teamwork and professional appearance
• Regularly works with time-sensitive and confidential information while exercising tact, diplomacy and discretion in written and verbal communications
• Central Administration management, Invoice management, internal Comms, Internal Staffing updates
• Management and coordination of external site responsibilities, including the promotion of the organisation, local charity initiatives, and site events
• Location management – Ensuring all company and Statutory standards are met
• Management and coordination of all onsite meeting rooms
• Management and coordination of onsite visitors
• PA support for Financial Controller, inclusive of Diary management, and Travel coordination
• Location business continuity & production of facilities/Finance business continuity plans
• Development of departmental processes, Handbook, and team members, to meet the changing needs of the business
• New Starter Inductions and Right to work processing
• PO Placement for contracted services and goods receipting
• Coordination of the department leave calendar & Vacancy reports
• Reporting and actioning any site issues, ensuring site staff needs are covered
• Organisation of any onsite activities on behalf of departments
• Coordination of onsite distribution lists ensuring any changes are effective immediately
• Producing site business announcements and distributing appropriately
• Handling general enquiries, directing to the relevant business area when required
• Organising Adhoc courier deliveries/distributions
• General administration duties and coordination ensuring the site is managed effectively and proactively
• Office/departmental management experience
• Ability to demonstrate coordination of a number of different duties, at any one time showing organisation and prioritisation skills
• High level Administration experience along with Diary management, Microsoft office, Invoice management and internal comms experience
• Ability to manage relationships effectively
• Proven ability to handle tasks both proactively and efficiently
• Strong personal commitment to Safety and Quality
• First point of contact for visitors and phone calls
• Ensuring correct global or project templates are used in document creation
• Using Hatch Core Systems to support projects
• Ensuring correct distribution of correspondence (including minutes, reports) to clients, external parties, and project participants
• Interacting with, understanding, and enforcing the needs of both internal and external clients
• Acting on client requests e.g. creating and using custom templates or using client numbering systems
• Assisting in developing work plans for projects
• Updating project information and document management procedures as required
• Scheduling and coordinating meetings and conference rooms
• Acquire appropriate approval of invoices and forward for processing
• Playing a strong part in ensuring the LA office culture is proactive and helpful
• Provide support to safety through uploading and storing documents into iPas SM, generating contractor safety reports, and data entry as required
• In addition, there will be an element of finance administration duties involved in this role, including
• Proficient in Microsoft Word, Excel, Outlook & PowerPoint
• Minimum 8 year's administrative experience in a similar engineering environment
• Competent in the use of office tools (copiers, scanners, fax machines, telephone systems)
• Good organizational skills, accuracy and attention to detail
• Good forward planning skills
• High level of administrative support for the General Manager (GM)
• Manages and maintains the GM's daily schedule – Organize internal and external meetings
• Prepares minutes on the weekly staff meeting and follows up the key decisions
• Organizes site events – e.g.: Family and Sportday, Donation Day, X-mas Party for 1000+ people
• Coordinates and books travel arrangements for the GM and handles the expense report
• Organizes team building events for the staff and external top managers
• Personal assistant’s tasks
• Organizes the quarterly roundtable discussions for salaried and hourly employees
• Edits the site Newsletter twice a year
• Responsible for volunteers’ work and reports to the council
• Accurate management of incoming invoices of Administration
• Takes active part in PO processing, Supports the Finance team in reducing the PO lines of on-hold invoices
• Participates on admin financial planning series
• Strong ownership on the functional budget
• Works closely with U.S. executive assistants
• Works closely with National executives on Hungary related issues
• Manages the new Intranet page by posting information and news on it
• Prepares the assistant’s and the team’s yearly Goals&Objectives
• Leads the weekly assistant’s meeting
• Bachelor’s or Master’s degree from an accredited university or college preferably in economics
• Experience in office management or general affairs management or HR
• Fluent in Hungarian and in English (oral and written)
• Experience in handling personnel issues
• Experience in managing events and conferences for 1000+ employees
• Experience in organizing trainings
• Strong written and oral communication skills with the ability to influence all levels of the organization and multicultural/international environments
• Ability to handle multiple priorities and initiate, lead and manage change
• Project management, facilitation and complex problem-solving skills
• High energy level, drive with positive enthusiasm and a pragmatic approach
• Strong analytical skills with excellent Ms Excel and Office knowledge
• Previous experience in working with a multinational company
• Strategical thinking
• Customer centricity
• Self-driven attitude
• Any and all other duties deemed necessary by General Manager
• Planning and organizational ability
• Good computer skills (including PowerPoint, Word and Excel)
• Able to work flexible, sometimes long hours
• College Degree or equivalent. Previous experience as an office manager or executive assistant preferred
• Manage and supervise assigned administrative staff to provide an efficient team and successfully support project completion
• Provide support for other departments on assigned projects to assist in their administrative needs
• Perform additional assignments as directed by Project Manager
• Additional responsibilities are defined in the relevant process procedure
• 10 years Office management experience in oil and gas or equivalent combination of training and experience
• Extensive knowledge of standard accounting procedures, company policies and procedures, cost control and office administration required
• Proficient communications and organizational skills essential
• Ensure accurate and timely completion of all medical and financial forms related to pre-admission, admission and discharge procedures
• Present patient contact that is courteous, professional and competent
• Engages in and supervises the explanation of hospital policy related to patient admissions
• Review denials to ensure root causes are addressed and resolved
• Ensure all CTC procedures are pre-certified and/or authorized by the appropriate payor
• Works directly with CTC pharmacy leaders to ensure all cancer high cost drugs are appropriately authorized and approved for payment
• Directs the all personnel to ensure compliance with discharge and front-end collection policies and procedures
• Assists CTC Director in developing and implementing CTC policies and procedures
• Maintains and develops physician schedule templates
• Notifies and ensures registration appointments are current and communicated with the patient
• Acts as liaison between registration personnel and other clinical sections in the CTC
• Monitors patient flow that expedites patient registration process and wait time
• Communicates directly to CTC physician’s to ensure close coordination with physician templates, schedules and appropriate patient type scheduling
• Proactively views physician schedules to ensure maximum use of NP and appropriate slotting of patients
• Standardization of all registration related processes regardless of departmental reporting status
• Updates Policy & Procedure manuals as needed to fully support effective revenue cycle management
• Recruits, orients and trains staff to meet the needs of patient access staff
• Assigns workload and determines staffing levels for all CTC locations
• Ensure productivity standards are achieved within budget
• Coordinates and cross trains to ensure efficient management of all registration areas
• Fully knowledgeable of all HIPAA requirements
• Must be able to effectively communicate ABN requirements to all applicable parties (patients, physicians, physician office managers, departmental personnel etc)
• Ensures departmental compliance with all governmental compliance regulations
• Maintains performance, patient and employee satisfaction and financial standards as outlined in the performance evaluation
• Performs compliance requirements as outlined in the Employee Handbook
• Must adhere to the DCH Behavioral Standards including creating positive relationships with patients/families, coworkers, colleagues and with self
• Requires use of electronic mail, time and attendance software, learning management software and intranet
• Must adhere to all DCH Health System policies and procedures
• Manage the day-to-day running of operations in the NYC and DC offices ensuring office services are provided in an efficient manner. Including but not limited to maintenance, deliveries, furniture, decor, management of kitchens and office supplies, etc
• Ensure that the office feels like home. You’ll work with external and internal partners to ensure that Dropboxers have awesome SWAG, food/beverages, world-class events, and everything else necessary to make Dropbox NYC an awesome place to be
• Actively manage our brand new 30K sq. ft. top of the line office space in New York City and remotely support the Washington, DC office
• Provide administrative support for multiple teams
• Work closely with the Real Estate team on NYC office projects and space planning exercises
• Partner with the global Dropbox office team to maintain consistent Dropbox feel and culture
• Assist Service Department personnel in ensuring proper paperwork flow, customer service, and corporate documentation procedures
• Support Used Truck Sales Personnel with contract submissions, commissions, licensing, and fleet administration
• Develop and maintain general office management, including providing assistance in phone coverage during normal business hours, assisting customers and employees, and overall customer service
• Strong interpersonal and telephone skills
• Must be flexible, self-driven, and have ability to work with all levels of management
• Computerized billing experience desired
• Time management and planning skills
• Ability to multi-task in a demanding environment
• Previous A/R or collections experience
• Motor vehicle title experience preferred
• 2 or 4 year college degree desirable
• Five years business experience, preferably in office management
• Assist and oversee the management of the Reception team
• Assist all departments with requests
• Manage seating & phone plans
• Liaise with staff to ensure office standards are adhered to
• Assist in the Café management
• Assist and plan office events
• Ensure H&S requirements are met at all times
• Assist the Facility Team on office operational requirements
• Manage meeting room planning & VC equipment
• Liaise with IT on weekly visits
• Track office stationary spend – manage/reduce where possible
• Manage and ensure the “Office Manual” is updated where necessary
• Manage the Reception Rota and arrange cover where needed – also be willing to personally cover in emergency
• Support the recruitment process of hiring new receptionists
• Assist and manage Reception team in Post Room management
• Manage file archiving system
• Assist Reception on office orders (Refreshments)
• Plan & schedule key dates and events in the office
• Manage office tours for all new starters
• Manage relationships with external vendors
• Assist in DSE assessments
• Previous experience in a similar role
• An effective time manager with the ability to multi-task
• Strong business operational focus
• Effective relationship building and communication skills
• Team player and also able to work on own initiative
• Approachable individual with a professional manner
• Liaise with BuzzFeed HQ on budget and expense related inquiries
• Liaise with BuzzFeed HR management and communications team to ensure internal information is disseminated effectively
• Perform other duties, including basic event coordination, as assigned
• Plan and implement all special events
• Work closely with key Center City organizations such as Greater Philadelphia Tourism and Marketing Corporation (GPTMC), Rittenhouse Row, Center City District (CCD), Philadelphia Convention and Visitors Bureau to maximize exposure in the marketplace and partner on special events
• Work closely with the Concierge community to keep them informed and interested in The Shops at Liberty Place
• Host regular networking events in the Rotunda to bring merchants face to face with the Concierges and key Center City organizations listed above
• Coordinate all mall signage located in various locations throughout the mall
• Coordinate and oversee production and printing of hand-held directories
• Work closely with PR company to ensure press releases, media alerts and all aspects of public relations are handled effectively and efficiently. Ensure Social Media content
• Encourage community relations by offering and scheduling our community table as an effective means for non-profits to reach out to the community
• Rent the rotunda for events as a means to generate income, i.e. product introduction, sampling, services. Handle all coordination of such events
• Rent the rotunda for private, evening events that generate income. Work with Retail Manager to handle all aspects, i.e. meet with caterers, approve graphics, meet with bands, help coordinate floor plans, etc. to ensure a positive experience for clients
• Seek sponsorships for larger events
• Oversee the on-going development and enhancement of website; oversee the monthly updates to website including store directory, leasing plan, monthly events, in-store specials and community links
• Merchant Communication
• Work with individual tenants to brainstorm on ways to increase sales and drive traffic
• Work with tenants to implement events in the Rotunda or promote in-store promotions, sales or special events
• ​Vacant Store Display
• Work with visual merchandiser and Retail Manager to coordinate vacant store display graphics/backdrops and displays
• Be pro-active in the marketplace for new tenant opportunities, permanent and pop-up
• Oversee part-time receptionist
• General Administrative responsibilities as needed such as
• Support Operations Manager & Retail Shops Manager
• Oversee all aspects of the office including maintaining and ordering supplies
• Assist with the phones
• Ensure tenants/vendors/contractors/events all have correct CO
• Oversee the day-to-day operation of the office such as keeping the office stocked, handling purchases and repairs, coordination with vendors and handling vendor-related communication
• Oversee on-boarding process for new hires into the office
• Organise space planning amidst high growth
• Run onsite industry events: handle invitations & RSVP lists, manage contract security, handle office supplies, welcome guests
• Manage, schedule and facilitate product demonstrations Administrative support
• Organising and maintaining a busy calendar, scheduling internal and external appointments within multiple timezones and general one-one administrative support to the office manager
• Handle all interactions with Facebook support teams for Oculus VR’s security, procurement, IT, AV, facilities and culinary teams
• Prepare expense report
• Arrange and manage complex travel itineraries
• Manage cross-team communications, including coordinating with team members
• Other ad-hoc team administrative support duties as required
• At least 4 years of full-time administrative experience supporting 1 or more persons (Lead Engineer, Manager, Director or VP level)
• Strong diary management, scheduling and travel coordination skills
• Experience organizing small events for 20+ participants
• Proven ability to prioritize multiple assignments and tasks at one time
• Excellent computer skills and strong experience with Outlook
• Proven experience building solid connections and networks in order to build successful relationships
• Experience working with engineering teams a plus
• Plan, facilitate and execute all site-wide events and manage to budget and resources
• Survey the employees and managers on-site to ensure their needs are met, identify new site initiatives to elevate employee experience and escalate issues pertaining to the site to Facilities
• Manage vendor relationships, ensuring best pricing and services. Review invoices for accuracy and ensure invoices are submitted for payment timely
• Act as liaison to the Facilities team when planning events requiring use of property
• Coordinate and schedule team events, department, site, and company meetings
• Partner with Facilities and Recruiting to coordinate large hiring events and act as on-site contact/liaison to escort candidates as necessary
• Partner closely other site Office Managers to share best practices and collaboration opportunities across sites
• Assist with assigning desks to new hires and visitors, within the allocated team space as appropriate
• In partnership with facilities, lead team re-stacking and move efforts to ensure that productivity is minimally disrupted
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments
• Provide I9 and onboarding support to new hires, when necessary
• Additional educational training in the areas of personnel administration
• Experience in medical office operations
• Minimum of three years experience at the supervisory level
• Knowledge and background in third party payor, billing, paying and processing requirements
• Develop production reporting for mill statistical tracking
• Leader for the mill cost team
• Responsibility for managing the mill office staff and maintenance of the building
• Perform month-end closing tasks and deliver key operating cost/margin results
• Maintain and monitor key internal controls
• Create, maintain and deliver routine financial management reports as assigned
• Develop efficient and reliable processes and maintain accurate process documentation
• Lead/participate in special projects
• Promote and foster the team work system
• Participate and work with internal/external financial audits and reports
• Time management – set priorities and multi-task oriented
• A four year college degree or equivalent work experience
• 3-5 years office management experience preferred
• A working knowledge of the AS/400 system preferred
• Computer skills including MS Outlook, MS Word, MS Excel, MS PowerPoint, MS Access, Intranet/Intranet, Flowcharting software and AS400 preferred
• Responsible for daily posting of the teams planned minutes
• Reviews daily the teams DIFs to ensure proper timekeeping and alerts team to errors and corrections
• Provides SMART training, direction and guidance for rehab team
• Handles the daily processing of paperwork to include filing in Patient Charts, Hard Charts, Soft Charts
• Resposible for reviewing the payroll activities at the end of payroll periods for accuracy and completion
• Assist the PD with scheduling to ensure adequate coverage
• Communicates with staffing coordinators to alert of staffing shortages and works to help fill vacancies
• Gathers information for risk management projects for the Rehab department in the facility
• Assists with the gathering of data for Medicare meetings; provides to program director
• Is the go-to person for technical IT issues that arise
• At the end of the month, asssist with clearing alerts in the SMART system
• Reviews Pre-Bill each month and corrects errors as necessary
• Responsible for maintaining the Part B Cap summary and Treatment Census
• Responsible for maintaining and reporting out other reports as directed
• Orders department supplies
• Verify and update professional licenses are ensure they are current and posted
• Oraganizes the gym and maintains a safe working environment
• Assist in the preparation for surveys
• As necessary, will be responsible for entering data into the computer
• Conducts job responsibilities in accordance with the standards set out in the Company's Code of Business Conduct, its policies and procedures, the Corporate Compliance Agreement, applicable federal and state laws, and applicable professional standards
• Performs other non-clinical tasks as assigned
• At a minimum a HS degree or equivilant GED. Experience in a health care setting a plus
• Reviews documents, such as vouchers, invoices, cash receipts, and purchase orders, for completeness and accuracy
• Posts items such as revenue, expense, and cash receipt amounts in journal, assigning as debits or credits to appropriate accounts
• Audits records, prepares or verifies bills, invoices, and rates
• Compiles and analyzes financial information to record transactions, prepares ad hoc reports, and reviews and verifies the accuracy of information contained in the general and subsidiary ledgers
• Prepares balance sheet and profit and loss statements, consolidated financial statements, and other accounting schedules and reports
• Responsible for the adherence to and communication of accounting policies and procedures
• Recommends improvements, adaptations, and revisions to the accounting system and procedures
• A minimum of six years accounting/administrative related experience is required
• Working knowledge of the Microsoft Office suite of applications is required
• Ability to work under moderate supervision required
• Ability to perform complex clerical duties in the Accounting area preferred
• Experience tracing and investigating transactions to resolve questionable data preferred
• Become a trusted advisor to the executives you support and their leadership teams
• Plan, coordinate and manage internal/ external meetings – agendas, logistics, et al
• Build strong network within Merck to effectively support executives
• Plan and manage executive calendars, travel, expenses, team communications
• Plan and track team hiring plans; coordinate candidate interviews as needed
• Anticipate executive needs based on calendars, key meetings/ dates/ events and provide support especially with collating pre-read and other meeting material
• Coordinate and manage team communications and documents
• Coordinate special tasks and projects, as assigned, including Boston Atlantic Avenue site-specific needs, primarily related to facilities management and site security
• At least 8 years of relevant experience in providing administrative support, with at least 3 of those being in the support of senior executives at Director levels and up in a large corporation
• Experience coordinating complex scheduling tasks and managing executive calendars
• Demonstrated experience scheduling and coordinating complex travel arrangements
• Proven ability in managing and prioritizing multiple simultaneous assignments
• Effective meeting scheduling, note taking and action item follow up skills
• Experience processing visa and passport applications
• Advanced Microsoft Office, especially Excel and PowerPoint skills
• Experience creating and processing expense reports, purchase orders, payment requests, and other such tasks, preferably using SAP
• Ability to plan and track team travel; plan and manage/ coordinate internal/ events
• Excellent communication and interpersonal skills with high personal integrity, credibility and energy
• Results focused, with a demonstrated track record of consistently getting things done
• Experience working in a dynamic, distributed, global work environment
• Attention to detail and a concern for quality
• General Office Coordination
• Maintains a high level of confidentiality in working with sensitive information
• Site Coordinator between the Cary office and the Human Resources Team
• Welcome New Hires
• Send Onboarding Paperwork to the Corporate Office
• Assist with coordinating interviews
• Direct employees to the correct resources
• Orders and maintains office supplies
• Handles incoming mail
• Signs for and distributes all incoming packages
• Prepares and packs outgoing shipments for all departments
• Generates labels accordingly for all outgoing shipments for various carriers
• Travel arrangement for upper management
• Serves as back-up receptionist, providing additional telephone support (as needed)
• Performs day-to-day administrative tasks such as maintaining files
• Assist management team/employees with administrative projects
• Facilitates monthly staff meetings (if needed)
• Assist management team with meeting coordination
• Office cleanliness
• Facility tours
• Responsible for visitor badge access permissions
• Final walk through to make sure areas are clean
• Stock Boardroom Galley Kitchen
• Breakfast/Lunch coordination (if needed)
• Travel coordination for internal upper management visitors (if needed)
• Minimum of 4 years of experience
• Demonstrated outstanding organizational skills
• Expert skills in verbal and written communication, multi-tasking and customer service
• High level of interpersonal skill to handle sensitive and confidential situations and communicate with individuals at all levels inside and outside of the organization. Position continually requires demonstrated poise, tact and diplomacy
• Proficient computer skills to include Microsoft Office (Word, Outlook, Excel and PowerPoint) and administrative skills to include typing, filing and other clerical activities
• Work requires continual attention to detail, establishing priorities and meeting deadlines
• Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands
• Ability to operate under pressure with ever-changing priorities
• Requires flexibility in scheduling work hours based on needs of the company
• Enjoy interacting with people and fun to be around
• Thrive in a fast paced environment
• Work with a sense of urgency without sacrificing quality or accuracy
• Manage all aspects of office management
• Supervise office personnel (receptionist, office assistant, etc.)
• Insure compliance with and provide legal postings for construction, sales and division offices
• Responsible for the purchase/lease and maintenance of office furniture and equipment, i.e. copiers, fax machines and telephone system
• Maintain coffee service, water, Office Depot, UPS and FedEx accounts
• Maintain a functional yet pleasant work environment
• Set office policies and duties
• Annual review of vendors used by office (water, first aid, shirts, office supplies, flower company, coffee company)
• Review, approval/troubleshooting invoices for above
• Fill in for subordinates when necessary
• Special projects (holiday party, set up flu shots, order employee gifts, plan company functions, fire extinguisher inspections)
• Monitor office expenses
• Provides administrative support to VAC Field Assistant Director
• Supervises three administrative staff
• Manages administrative responsibilities for 20+ monthly faculty meetings
• Assists with teaching assignments for Field courses for each cohort
• Creates and maintains calendars for the various academic tracks and placement timelines
• Trains all new faculty and staff on systems essential to the VAC Field Department
• Develops and main reports pertinent to Field Education that are gathered from various data sources
• Provides administrative support to students, faculty and community partners as needed
• Advanced technological and analytical skills
• Must be a fast learner, adaptable to constant change, and work well under pressure in a very fast-paced environment
• Excellent written and verbal communication and experience in working with various levels of management and systems
• Detail oriented with advanced data management, problem-solving and organizational skills
• Performs intermediate to advanced level administrative functions to support project/construction related tasks
• Other tasks as independently assigned
• Minimum education level of an Associate’s or Bachelor’s degree required
• 6+ years of prior administrative experience within a construction and/or project management setting
• Advanced proficiency with Microsoft Office Suite to include Word, Excel, PowerPoint, Access, and Outlook
• Work with the Project Manager to help manage the day-to-day requirements of the project, including compliance, finance, planning, reporting and record keeping
• Maintain a regular dialogue with all project team members and partners to track status and ensure teams are effectively managing milestones, target delivery, risks and budget, using electronic systems wherever possible
• Work with individual team members to run procurements and ensure all compliance requirements are met
• Lead the monthly project review meetings and support the Project Manager in the quarterly project board meetings
• The Office Manager role will also represent the project at the monthly Smart Islands Partnership meetings, and will coordinate the technical and commercial input to this group as required
• Key capabilities required include project management, project compliance (in the context of ERDF funding) and project administration and communication
• Significant project or departmental administrative experience and a comprehensive knowledge of the different processes and procedures of a project
• A pro-active team player with excellent interpersonal skills (oral and written)
• Experience of working with or on EU-funded projects
• Strong personal and professional organisational skills
• A superior work ethic and a dedication to the highest work quality and job excellence
• Able to function in a changing environment, to act assertively and be self-motivated
• Strong computer literacy skills (Microsoft Office) is required
• Experience of using project management and planning software (Microsoft Project) is preferable
• Previous experience of Facilities Project Management
• � Good knowledge of electrical engineering, HVAC and other building management systems
• � Working experience of Safety, Health and Environmental Management Systems
• � Working knowledge of procurement, negotiation and contract management
• � Exceptional interpersonal skills and demonstrable ability to network
• � Able to act quickly in demanding situations
• � Confident, ambitious, target driven and commercially astute
• The Office Manager must have at least five years of experience running an office (preferably a larger office), and at least two years managing other administrative staff
• The Manager must have a strong sense of customer service, and be well organized with excellent communication skills (interpersonally and written). The ability to work efficiently, be solutions-oriented, resourceful, proactive, and anticipate needs is required to take ownership of work and excel in a team environment
• The Manager must possess strong time management skills, with attention to detail, following through on projects and handling multiple tasks
• The Manager should have a working knowledge of office equipment, such as printers, fax machines, and copy machines; experience liaising with vendors and troubleshooting facilities’ issues
• The Manager must have strong proficiency in the following Microsoft applications: Outlook, Excel, Word, and PowerPoint. In general, should be tech savvy
• This role does require some lifting – about 25-50 lbs., and moving small furniture
• Excellent knowledge of client service and communication center operations
• Strong client relations and interpersonal skills
• Ability to lift up to 40 pounds
• Must be able to work flexible hours and days
• Direct on-the-job training to develop employee skill sets, advise employees of performance requirements with the standards of client service for the organization
• Resolve informal client complaints, maintain and report on these issues to the hospital manager
• Responsible for the efficient day-to-day running of the front office to include enforcement of policies, procedures and protocols
• Coach employees and direct reports
• Act as a liaison between front office and other department supervisors
• Two to five years office management experience
• Minimum of one year supervisory experience
• Home Health accounting experience a plus
• Strong computer experience (i.e. Word, Excel)
• Excellent leadership, judgment, communication, organizational and customer service skills
• Demonstrated knowledge of the Medicare reimbursement system

Related Job Titles

• Office Manager Resume Example

Resume Examples

• Common Tasks & Responsibilities
• Top Hard & Soft Skills
• Action Verbs & Keywords
• Resume FAQs
• Similar Resumes

Common Responsibilities Listed on Office Manager Resumes:

• Overseeing general office operation and maintaining a clean and enjoyable working environment.
• Managing office supplies inventory and placing orders as necessary.
• Organizing office layout and ordering stationery and equipment.
• Maintaining the office condition and arranging necessary repairs.
• Coordinating with IT department on all office equipment and managing office IT resources.
• Ensuring that all items are invoiced and paid on time.
• Managing contract and price negotiations with office vendors and service providers.
• Implementing office policies and standard operating procedures.
• Assisting the HR department with recruitment, onboarding, and termination processes.
• Planning in-house or off-site activities, like parties, celebrations, and conferences.
• Providing general support to visitors and addressing employees queries regarding office management issues.
• Managing office budget, ensuring accurate and timely reporting.

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Office Manager Resume Example:

• Revitalized office operations by implementing a cloud-based document management system, leading to a 30% reduction in paper usage and a 20% increase in retrieval efficiency.
• Orchestrated a company-wide training program on new administrative procedures, resulting in a 40% decrease in process-related errors and a 15% uptick in overall staff productivity.
• Managed vendor negotiations and office supply procurement, achieving a cost reduction of 25% annually while maintaining quality and service standards.
• Directed the relocation of corporate headquarters, coordinating with multiple departments for a seamless transition with zero downtime in critical business operations.
• Implemented a comprehensive scheduling system for meeting rooms and resources, enhancing utilization rates by 35% and improving inter-departmental collaboration.
• Championed a wellness initiative that included ergonomic assessments and adjustments, leading to a 10% decrease in reported employee discomfort and a 5% increase in employee satisfaction scores.
• Developed and enforced office policies that streamlined administrative workflows, resulting in a 50% improvement in task completion times and a more cohesive office environment.
• Introduced a real-time financial tracking system for office budgets, increasing financial transparency and enabling a 20% more efficient allocation of resources.
• Played a pivotal role in achieving ISO 9001 certification for the company by standardizing office procedures and documentation, demonstrating a commitment to continuous improvement and quality management.
• Document management and cloud-based systems proficiency
• Process improvement and workflow optimization
• Training program development and execution
• Vendor management and negotiation
• Cost reduction and budget management
• Project management and coordination
• Resource scheduling and space utilization
• Employee wellness and ergonomics initiatives
• Policy development and enforcement
• Financial tracking and reporting
• Quality management systems (e.g., ISO 9001)
• Office technology and software proficiency (e.g., MS Office, Google Workspace)
• Interpersonal and communication skills
• Leadership and team management
• Problem-solving and decision-making
• Time management and prioritization
• Attention to detail and accuracy
• Adaptability and change management
• Customer service orientation
• Confidentiality and discretion

Top Skills & Keywords for Office Manager Resumes:

Hard skills.

• Office Administration
• Calendar Management
• Travel Coordination
• Meeting and Event Planning
• Inventory Management
• Budgeting and Expense Management
• Vendor Management
• Facilities Management
• Records Management
• Project Coordination
• Office Technology Proficiency
• Time Management

Soft Skills

• Organization and Time Management
• Communication and Interpersonal Skills
• Attention to Detail
• Problem Solving
• Adaptability and Flexibility
• Leadership and Teamwork
• Customer Service
• Multi-tasking
• Conflict Resolution
• Decision Making
• Emotional Intelligence
• Resourcefulness

Resume Action Verbs for Office Managers:

• Implemented
• Streamlined
• Coordinated
• Collaborated
• Communicated
• Facilitated

Generate Your Resume Summary

Resume FAQs for Office Managers:

How long should i make my office manager resume, what is the best way to format a office manager resume, which keywords are important to highlight in a office manager resume, how should i write my resume if i have no experience as a office manager, compare your office manager resume to a job description:.

• Identify opportunities to further tailor your resume to the Office Manager job
• Improve your keyword usage to align your experience and skills with the position
• Uncover and address potential gaps in your resume that may be important to the hiring manager

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Related Resumes for Office Managers:

Office administrator, executive assistant, administrative assistant, senior office administrator, executive administrative assistant, office secretary, office clerk, administrative support.

Resume Worded   |  Proven Resume Examples

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• Customer Success Resume Guide & Examples

Customer Success Manager Resume Examples: Proven To Get You Hired In 2024

Jump to a template:

• Customer Success Manager
• Client Services Manager
• Customer Experience Manager
• Client Relationship Manager
• Customer Support Manager

Get advice on each section of your resume:

Jump to a resource:

• Customer Success Manager Resume Tips

Customer Success Manager Resume Template

Download in google doc, word or pdf for free. designed to pass resume screening software in 2022., customer success manager resume sample.

Since CS is still an emerging specialty, little distinguishes a Customer Success Manager (CSM) from a Customer Success Operations Manager (CS Ops) Manager. Nonetheless, a CSM's primary role is to guide customers through the sales process focusing on value proposition. Customers contact the CSM when they have issues with a product. Consequently, the CSM must have a thorough understanding of the consumer's needs and share this with the product, sales, and marketing teams. This is generally a senior role, so hiring managers focus on experience and achievements. Demonstrate your expertise in working with customers and any notable achievements.

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Recruiter Insight: Why this resume works in 2022

Tips to help you write your customer success manager resume in 2024,    show you are a strategic planner.

Top CSMs teach customers how to use a company's products to achieve both short- and long-term goals. Not all products are used similarly, and customer usage depends on their unique needs. Identify your customers’ bigger goals and share with them ideas on how your products can help them achieve those goals.

   Project Management skills

CSMs work with many clients simultaneously. Knowing how to handle several projects at once is a desired qualification. Customers don't know each other, so missing a deadline because you were on another project won't really hold with them. Staying on top of your deadlines is non-negotiable.

Client Services Manager Resume Sample

Customer experience manager resume sample, client relationship manager resume sample, customer support manager resume sample.

We spoke with hiring managers at leading companies like HubSpot, Salesforce, and Zendesk to understand what they look for in Customer Success Manager resumes. Based on their insights and our analysis of successful resumes, we've compiled the following tips to help you create a strong resume that will capture the attention of employers and land you an interview.

   Highlight your experience building relationships with customers

Hiring managers want to see that you have a track record of successfully managing customer relationships and driving customer success. Use specific examples to showcase your ability to build strong relationships with customers:

• Built and maintained relationships with 50+ enterprise customers, resulting in a 95% retention rate and $2M in upsell revenue
• Developed a customer onboarding program that increased product adoption by 30% and reduced churn by 15%

Avoid using vague statements that don't provide any context or results:

• Managed customer relationships
• Responsible for customer success

   Showcase your problem-solving skills

Customer Success Managers are often the first point of contact for customers when they encounter issues or challenges. Employers want to see that you have strong problem-solving skills and can effectively resolve customer issues.

Provide specific examples of how you've helped customers overcome challenges:

• Resolved 200+ customer issues per month, achieving a 98% customer satisfaction rating
• Collaborated with product team to implement feature requests based on customer feedback, resulting in a 20% increase in product usage

   Demonstrate your ability to drive customer success metrics

Ultimately, the success of a Customer Success Manager is measured by their ability to drive key customer success metrics like retention, upsell, and product adoption. Use data and metrics to showcase your impact in these areas.

Grew customer base from 100 to 500+ accounts, increasing ARR by 150% and achieving a net retention rate of 120%

Don't just list your responsibilities without any context or results:

• Responsible for customer retention and upsell
• Managed customer success metrics

   Tailor your resume to the specific role and company

Every company has different needs and priorities when it comes to customer success. Research the company and the specific role you're applying for, and tailor your resume accordingly.

For example, if the company emphasizes a particular customer success methodology or framework, highlight your experience with that approach:

• Implemented a customer success playbook based on the TSIA LAER model, resulting in a 25% increase in product adoption and a 10% reduction in churn

   Include relevant certifications and training

While not always required, certifications and training in customer success can help you stand out from other candidates and demonstrate your commitment to the field. Consider including relevant certifications like:

• Certified Customer Success Manager (CCSM)
• Gainsight Certified Administrator
• HubSpot Inbound Certification

You can also highlight any relevant training or professional development you've completed, such as attending industry conferences or workshops.

   Emphasize your communication and collaboration skills

Customer Success Managers need to be excellent communicators and collaborators, both with customers and internal teams. Use your resume to showcase your skills in these areas.

For example, you might highlight your experience collaborating with cross-functional teams:

• Partnered with sales, product, and marketing teams to develop and execute customer success strategies, resulting in a 20% increase in upsell revenue and a 15% improvement in customer satisfaction scores

Avoid using generic statements that don't provide any context or results:

• Strong communication skills
• Team player

Writing Your Customer Success Manager Resume: Section By Section

  summary.

A resume summary for a Customer Success Manager position is an optional section that sits at the top of your resume. It provides a brief overview of your professional background, key skills, and career goals relevant to the role you're applying for. While a summary isn't strictly necessary, it can be a useful way to provide additional context about your experience and highlight your most relevant qualifications.

However, it's important to note that you should never use an objective statement in place of a summary. Objective statements are outdated and focus on what you want from the employer, rather than what value you can bring to the role. Instead, use your summary to showcase your strengths and explain why you're a great fit for the Customer Success Manager position.

To learn how to write an effective resume summary for your Customer Success Manager resume, or figure out if you need one, please read Customer Success Manager Resume Summary Examples , or Customer Success Manager Resume Objective Examples .

1. Tailor your summary to the customer success manager role

When writing your summary, it's crucial to tailor it specifically to the Customer Success Manager position you're targeting. Review the job description carefully and identify the key skills, experience, and qualities the employer is looking for. Then, incorporate those elements into your summary to demonstrate that you're a strong match for the role.

For example, if the job description emphasizes customer relationship management, you might include a line like:

• Experienced in building and maintaining strong customer relationships through proactive communication and problem-solving.

On the other hand, avoid using generic or irrelevant statements that could apply to any job, such as:

• Hardworking professional seeking a challenging position in a dynamic company.

2. Highlight your customer success achievements and impact

Your summary is an excellent opportunity to showcase your most impressive achievements and the impact you've made in your previous customer success roles. Focus on quantifiable accomplishments that demonstrate your ability to drive customer satisfaction, retention, and growth.

For instance, you might include a statement like:

Proven track record of increasing customer retention rates by 20% and expanding account revenue by 15% through the development and implementation of personalized success strategies.

Avoid making vague or unsubstantiated claims, such as:

Skilled in customer success with a passion for helping clients achieve their goals.

By highlighting specific, measurable achievements, you'll give employers a clear understanding of the value you can bring to their organization.

  Experience

The work experience section is the heart of your resume as a customer success manager. It's where you show the impact you've had in previous roles, and demonstrate your ability to drive customer satisfaction, retention, and growth. Use this section to highlight your most relevant and impressive achievements, and to show how you've progressed in your career.

1. Showcase your impact with metrics

Whenever possible, quantify your achievements with hard numbers. This helps hiring managers understand the scale and impact of your work. For example:

• Increased customer retention rate by 15% through implementing a new onboarding program and regular check-ins with at-risk accounts
• Achieved a Net Promoter Score of 85, surpassing the company target by 10 points
• Managed a portfolio of 50+ enterprise accounts, with an average contract value of $100,000

If you don't have access to specific metrics, you can still provide context for your achievements:

• Responsible for customer retention
• Helped improve NPS score

2. Highlight your progression and leadership

Show how you've grown in your career by highlighting promotions, increased responsibilities, and leadership roles. This demonstrates your ability to succeed and take on more complex challenges.

For example:

• Promoted to Senior Customer Success Manager after 18 months, managing a team of 5 CSMs and overseeing our largest enterprise accounts
• Selected to lead a cross-functional project to develop a new customer health scoring system, resulting in a 20% increase in at-risk account identification

Avoid simply listing your responsibilities without showing growth:

Customer Success Manager Acme Inc. | 2018-2022 - Managed a portfolio of 50 accounts - Conducted quarterly business reviews - Collaborated with sales and product teams

3. Use strong, customer-centric action verbs

Start each bullet point with a strong action verb that demonstrates your customer success skills and mindset. Some examples:

• Collaborated, partnered, consulted
• Onboarded, trained, educated
• Retained, grew, expanded
• Analyzed, identified, solved
• Communicated, presented, facilitated

Avoid weak or vague verbs like:

• Helped, assisted
• Worked on, participated in
• Was responsible for

4. Demonstrate your technical and industry expertise

Showcase your knowledge of relevant tools, technologies, and industry trends. This could include:

• CRM and customer success platforms (e.g. Salesforce, Gainsight, ChurnZero)
• Data analysis and visualization tools (e.g. SQL, Tableau, Looker)
• Industry-specific software or methodologies (e.g. ITIL for IT service management, HIPAA for healthcare)

Implemented Gainsight across the organization, leading to a 25% increase in CSM efficiency and a 10% improvement in customer health scores

Avoid simply listing tools without context:

• Proficient in Salesforce, Gainsight, and Tableau

  Education

Your education section is a key part of your customer success manager resume. It shows hiring managers that you have the knowledge and training to excel in the role. Here are some tips to make your education section stand out.

1. Include relevant coursework for entry-level roles

If you're a recent graduate applying for your first customer success manager job, your education is one of your biggest selling points. In addition to listing your degree, school, and graduation year, consider including relevant coursework that showcases skills applicable to the role, such as:

• Business Communication
• Marketing Analytics
• Customer Relationship Management

This helps demonstrate your readiness for the position even if you don't have direct professional experience yet.

2. Streamline your education section for senior roles

When you reach the mid to senior level as a customer success manager, your professional experience should take center stage on your resume. Streamline your education section to just the essentials:

• Bachelor of Business Administration, University of Michigan

Omitting the graduation year can help avoid potential age bias. There's no need to list coursework at this career stage.

In contrast, avoid taking up too much space with extraneous details:

Bachelor of Business Administration, Ross School of Business, University of Michigan, Ann Arbor, MI Graduated: May 2010 Relevant Coursework: Intro to Marketing, Business Statistics, Organizational Behavior, Operations Management, Financial Accounting

3. Incorporate CSM certifications

Customer success manager certifications demonstrate your expertise and commitment to the field. If you have completed any CSM certification programs, include them in your education section:

• Certified Customer Success Manager (CCSM), Customer Success Association, 2022
• Salesforce Certified Administrator, Salesforce, 2021

Listing certifications along with your degree creates a robust education section that will catch a hiring manager's eye.

  Skills

The skills section of your resume is a critical component that highlights your abilities and qualifications to potential employers. As a customer success manager, it's essential to showcase a diverse set of skills that demonstrate your ability to manage client relationships, communicate effectively, and drive business growth. In this section, we'll guide you through the process of crafting a compelling skills section that will catch the attention of hiring managers and help you land your dream job.

1. Identify relevant customer success skills

When creating your skills section, it's crucial to focus on the skills that are most relevant to the customer success manager role. Consider the key responsibilities and requirements outlined in the job description, and tailor your skills accordingly.

Some essential skills to include are:

• Customer relationship management (CRM) software
• Data analysis and reporting
• Product knowledge
• Problem-solving
• Project management

By highlighting these relevant skills, you demonstrate to hiring managers that you possess the necessary qualifications for the position.

2. Avoid generic or outdated skills

When crafting your skills section, it's essential to avoid including generic or outdated skills that may not be relevant to the customer success manager role. Hiring managers are looking for candidates with specialized skills that directly relate to the position.

Skills: - Microsoft Office - Communication - Teamwork - Multitasking

Instead, focus on skills that showcase your expertise in customer success:

Skills: - Salesforce CRM - Gainsight CS software - Churn analysis - Onboarding and training - Account management

3. Organize skills by category

To make your skills section more visually appealing and easy to read, consider organizing your skills by category. This approach helps hiring managers quickly identify your areas of expertise and ensures that your most relevant skills stand out.

• Customer Success Tools : Salesforce, Gainsight, Zendesk, Intercom
• Data Analysis : SQL, Excel, Tableau, Mixpanel
• Project Management : Agile methodology, Jira, Trello, Asana

By grouping your skills into categories, you create a more organized and effective skills section that highlights your strengths as a customer success manager.

4. Optimize for applicant tracking systems

Many companies use Applicant Tracking Systems (ATS) to filter resumes based on keywords and skills. To increase your chances of passing the ATS and landing an interview, it's crucial to include relevant keywords from the job description in your skills section.

For example, if the job description mentions 'churn analysis' or 'customer onboarding,' make sure to include these terms in your skills section:

Skills: - Churn analysis and prevention strategies - Customer onboarding and training - Salesforce CRM administration - Data-driven decision making

By optimizing your skills section for ATS, you improve your chances of being noticed by hiring managers and progressing to the next stage of the hiring process.

Skills For Customer Success Manager Resumes

Here are examples of popular skills from Customer Success Manager job descriptions that you can include on your resume.

• Salesforce.com
• Customer Relationship Management (CRM)
• Strategic Partnerships
• Customer Engagement
• Software as a Service (SaaS)
• Enterprise Software
• Customer Support

Skills Word Cloud For Customer Success Manager Resumes

This word cloud highlights the important keywords that appear on Customer Success Manager job descriptions and resumes. The bigger the word, the more frequently it appears on job postings, and the more likely you should include it in your resume.

How to use these skills?

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Customer Success Manager Resumes

• Template #1: Customer Success Manager
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• Template #4: Customer Experience Manager
• Template #5: Client Relationship Manager
• Template #6: Customer Support Manager
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• Free Customer Success Manager Resume Review
• Other Administrative Resumes
• Customer Success Manager Interview Guide
• Customer Success Manager Sample Cover Letters
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• Resume Action Verbs

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