Office Manager & Administration Assistant

Job Description

Responsibilities for Office Manager :

• Oversee and support all administrative duties in the office and ensure that office is operating smoothly
• Manage office supplies inventory and place orders as necessary
• Perform receptionist duties: greet visitors, and answer and direct phone calls
• Receive and sort incoming mail and deliveries, and manage outgoing mail
• Develop office policies and procedures, and ensure they are implemented appropriately
• Assist with office layout planning and office moves, and with managing and maintaining IT infrastructure
• Manage office budget
• Identify opportunities for process and office management improvements, and design and implement new systems
• Provide other administrative support as necessary, including scheduling group meetings, maintaining calendars, doing research, and creating reports

Responsibilities for administration and business support:

• Communication: Answer emails, phone calls, and social media inquiries, and direct them to the appropriate person
• Document creation: Type letters, reports, and other business documents
• File management: Maintain paper and computer files, including contact databases, employee lists, and inventory
• Scheduling: Book meetings, seminars, and conferences, and coordinate travel arrangements for employees
• Office supplies: Monitor stock levels and order supplies
• Budgeting: Assist with budget activities, including accounting
• Customer service: Handle customer inquiries and provide customer service
• New programs: Help implement new programs, procedures, methods, and systems
• Vendor coordination: Work with maintenance staff and outside vendors

Qualifications for Office Manager and Admin Assistant

• Bachelor's degree in business administration, communications, or a related field
• 2-5 years of work experience in an administrative/office management role
• Ability to handle requests for Proposals and face customers’ needs
• Must have exceptional attention to detail
• Savvy in digital marketing and good at proper professional documentation
• Strong organizational and time management skills, and ability to priotitize
• Must be a self-starter and driven
• Excellent communication and interpersonal skills
• Strong problem-solving skills and analytical abilities
• Must be proficient with Microsoft Office (excel, powerpoint, word and others ..) and Google products

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