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Office Manager

Kelly Services


Location:
New York, NY
Date:
04/23/2018
2018-04-232018-05-22
Job Code:
US4341AG_24794049
Categories:
  • Business Development/Operations
  • Project Management
Kelly Services
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Job Details

Job Title Office Manager

Jobid US4341AG_24794049

Location: New York, NY, 10176, USA

Description **Job Description**

Our client a global market and opinion research specialist organization. is looking for an experienced Office Manager who must have managed a company of no less than 100 employees.

They are looking for an Office manager to organize and coordinate administration duties and office procedures. The role is to create and maintain a pleasant work environment, ensuring high levels of organizational effectiveness, communication and safety.

The Office Manager position is responsible for overall front office activities and office operations, including the reception area, mail, large purchasing requests and facilities, and tracking cost against the office's Occupancy budget. Also, 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 coordinating all aspects of internal office moves and providing arrangements for office meetings.

Ultimately, the Office manager will ensure the smooth running of the office and serve as the -go to person- for all office needs. This includes improving company procedures and day-to-day operations.

RESPONSIBILITIES

Administration: Oversee the general management of the office and all operations , Work closely with the Office Leader any major requests to come to a resolution. Implement, manage and maintain record keeping, confidential personnel files, purchasing and inventory control systems. Proactively manage, coordinate and organize office events, social activities and charitable giving. In some offices, there is a social committee in which Office Manager will engage as an active participant. Regularly update and maintain Office Manager manual with proper instructions, logins, contacts, process information and procedures - Maintain good relationships with suppliers, vendors and clients. Support office operations by designing and implementing processes for better workflow management and tracking all projects, payments, orders, and deliveries - Work closely with the IT team to resolve technology issues with server room, copiers, phones, etc. and coordination of office moves . Understand the process and operation of loaner laptops, AV equipment, audio and web conferencing, etc. and be able to troubleshoot issues as they arise

Conduct office tours for new hires, reviewing all general office-related details (breakroom, restrooms, building information, security badge access, etc.). Send out Welcome email with picture of new hire to office once hiring manager sends information. Assist with market research projects based on availability and with Director approval. Coordinate internal meetings/town halls as needed, arrange for food, AV, space, etc.. Maintain Office Shared Drive for local office. Maintain all office services vendor contracts. Manage the MyFax account as administrator.

Finance: Prepare, submit and maintain annual budget and forecasts for office Business Unit. Ensure all expenses charged to the office Business Unit are within budget estimates and follow proper procedures for any exceptions. Provide quarterly financial analysis to SVP and Director detailing any variances to budgets and forecasts ..Analyze financials regularly and report any discrepancies immediately to accounting for correction. Provide Office Leader with monthly update on Employee Sponsored Event spend and budget status. Prepare and maintain budgets related to office relocation (if any). Learn and navigate company's financial MIS system for reporting

Building Management. Work closely with property manager on all building-related issues, including but not limited to: o Rent schedules, work order discrepancies and adjustments of Operating Expense estimates and reconciliation. Tracking usage of electricity, water, recycling, etc. - Maintain the Business Continuity Plan for emergencies , refresh as needed with new contact information. Work with building management to coordinate fire drills, emergency procedures and safety inspections, including maintaining the Fire Safety Team and making sure fire safety inspections are up to date. Oversee HVAC maintenance with vendor as per contract and as required by office

Supervise Occupancy Staff : Provide coaching, mentoring, feedback and support on an ongoing basis with direct reports. Address any issues in a timely manner, working closely with HR . Work with staff to create performance-improving SMART goals each year. Meet monthly with employees to ensure goals are on track and provide support as needed . Conduct annual performance appraisal reviews

**Requirements**

JOB REQUIREMENTS

Education: Bachelor's degree or equivalent work experience

Skills: Attention to detail and ability to take initiative, problem solve and make decisions within job scope - Strong organizational and planning skills in a fast-paced workplace environment - Demonstrates superior, professional and concise written and verbal communication; responsive to inquiries and seeks out mutually beneficial resolutions - Strong track record of customer service and effective people skills - Good understanding of processes, policies and procedures required for supporting a global company - Excellent time management skills and ability to multi-task and prioritize work - Works well under pressure, multi-tasks without supervision, takes initiative and has proven track record for meeting tight deadlines - A creative mind with an ability to suggest improvements - Performs well independently and collaboratively in a positive team environment - Proficiency in MS Office (MS Excel and MS Outlook, in particular) - Hands on experience with office machines (e.g. printers, copiers, multi-function machines, scanners and fax machines) - Familiarity with email scheduling tools

Knowledge/Experience 7-10 years of work experience in office management, project management and customer service. Financial background preferred, with strong emphasis on Excel . Experience working in a diverse, global position considered an asset

**Why Kelly** **®** **?**

At KellyServices ® , we work with the best. Our clients include 95 of the Fortune100 ™ companies, and more than 70,000 hiring managers rely on Kelly annually to accessthe best talent to drive their business forward. If you only make one career connection today, connectwith Kelly.

**AboutKelly Services** **®**


As a workforce advocate for over 70 years, we are proud to directly employ nearly 500,000 peoplearound the world and have a role in connecting thousands more with work through our global network oftalent suppliers and partners. Revenue in 2017 was $5.4 billion. Visit kellyservices.com and connect with us on Facebook, LinkedIn and Twitter .

Kelly Services is an equal opportunity employer including, but not limited to, Minorities, Females,Individuals with Disabilities, Protected Veterans, Sexual Orientation, Gender Identity and iscommitted to employing a diverse workforce. Equal Employment Opportunityis The Law.



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